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8x8 Virtual Room User Guide - Packet8

1. 11 555 53 a eo ABE Content Sharing messing Detals meeting curation 00 08 31 J teres eens 0 To share content in full detail close the video screen by clicking the small arrow next to Video on the top left of the video screen This minimizes the video window and maximizes the content sharing window Because the presenter is in control of the content sharing all meeting participants see the shift from video to content and back USER GUIDE Virtual Room User Guide 26 Forward sB calle G i By Bates OA Cal i Pa cal fom peip E Bruce Faithwick E n Lopra 1 555 630 4153 f teers ruortisa ED mip a M po IT baar O A B a AS ie Mefi E ai a ore is nome a os T Capt op rr eu j Hemen hi eke nae a ass ls ogee Tar jie Depas pad Bettas Ges fo fee ee ee Bice Liked ae Mera M GAA ey Uni ee aes Ti are lee Sree aes Pe eg et re E deci tec e gt Cil ee ee a a akm ber pukai arras Pd main braa fateh paN a ri ma A A gem Fr fe ort bs hr Wo ees rake ee ira el Gere A ey get Pha ae om i eama paring oe ima Pa A A ee ee a rai meng li amg Ce ie Pee cme ay Lore eee y E Ez ooo o Ba a To jei ee ill Pal Ep A bi H a Dis RA a i Os Pal rl pt A is O e Sa rt A ll LA El a Pr a PO LAA Cee ri pe OEA PIT LAOS E Dal Ds dci APA al lll Er E di diners i Lien eb o Im beige om Gath Y Mir Sampara GO masi sce A fe oon ae ee ST De a a E a A A et A a en ee r kapei Wii Been Piai bee Degiemein
2. 32 USER GUIDE Virtual Room User Guide 9 Select the date time and duration of the meeting Room availability is automatically checked on the Virtual Room calendar Select the Return key and your meeting Is scheduled 5 8x8 Virtual Office Virtual Room lt lt July 2011 Sun Mon Te Wed Thu Fri Sat T2 za O 4011 E 9 LO M1 12 Ms 1141125 516 172 181191120 21122123 2a 251120127 281129730 cal From 05 20 PM To 05 50 PM Return a u You have successfully scheduled a Virtual Room meeting as shown below NOTE Virtual Rooms reserved from the Polycom VVX 1500 reference the same calendar as reservations made using Virtual Office Pro You can reserve a Virtual Room from elther interface 8x8 Virtual Office Virtual Room E 05 20PM A 12 05 50PM My Meetings New Meeting Executive Video Conference YU USER GUIDE Virtual Room User Guide 33 Canceling a Virtual Room Meeting Open the My Meetings window and select the meeting for cancellation Select the Cancel Meeting button at the bottom of the window Quick Meeting Meeting Type Meeting Name Virtual Room Name From To Time Zone All Day Repeats Show All Options Created By Participants Description ai et h ra gi a r Virtual Meeting Quick Meeting High Def 1 5 Check Room Availability Thu 0714 2011 02 10 PM Thu 07 14 2011 03 00 PM Pacific Standard Time LJ Newer w Chat w
3. Welcome Bruce You hava Ne New Voicemail a No Hew Fax arsagaia O Ne Unread Chat Messagels o No Meeting s in Progress My Meetings 3 No New Twitter Hem e Bata Ho New Facebook Post s Bets Yesterday 5 35 AM dp Jul 8 11 10 AM Ep Jun 27 4 34 PH AH Jul 7 2 21 FH Gp Jun 27 9 31 PH g e Feii Jun 27 9 10 PH Corporate Directory Hy Haatinge Hew Heating patici Jun 27 4 39 PH P USER GUIDE Virtual Room User Guide 2 Once the call connects click the Start Video button The colleague you are calling will need to press the Accept Video button as shown below Speaker Volume 4 Microphone Volume Active Calls Y 3 Younow have a face to face video call as shown below Your image is shown in the Picture In Picture small window and your colleague is shown in the large video If you click on the video you have the option to maximize it within your browser or show the call in full Screen mode Speaker Volume q Microphone Volume Video 4 Stop Active Calls QU From To Status Time Emp ic Bi koroe Wx Tesi comecte 00 54 35 USER GUIDE Virtual Room User Guide 4 Select Maximize for an expanded view of your video conversation My Status On Call I m calling frame Softphone 3 Forward all calls Off Bruce Faithwick Ext 1028 Logout 1 555 630 4153 BR 8008 Virtual Office Online Recent Contacta Hy Contacts Corpor
4. bill korbe28x8 com Work o Bill Korbe VVX Test if bhorbeG ex8 com Work Bill Korbe VVX Test 1 F bhorbeg ax8 com Work am Bill Ko pe VVX Test 2 Anyone with a computer and webcam that meets the basic requirements on page 4 of this document can attend a Virtual Room video conference USER GUIDE Virtual Room User Guide 12 11 Select the Save button at the bottom of the screen to reserve the meeting room 7 My Meeting Meeting Type Meeting Name Virtual Room Name Virtual Meeting Virtual Room My Meeting Low Def Check Room Availability Wed 07 06 2011 01 55 PM Wed 07 06 2011 03 00 PM Pacific Standard Time LJ Never w Chat Presentation Sharing Participante _ Require Moderator Remote Desktop Control Beta vw Prompt to join Audio International dial outs v Request response Participants can see each other W Participants can invite Prohibit audio from browser Maximum Participants 15 overage charges will incur above 15 Bill Korbe WX Test 2010 OM Bruce Faithwick Bill Korbe VVX Test 1030 Joe Test 1034 Type the namejemall or drag contact i Agenda Introduction of East Coast and West Coast Sales Managers A a A 12 Choose your meeting participation status from the top of the screen In most cases It is appropriate for the meeting organizer to immediately click the Accept button to become the first
5. 45 pm 5 00 pm 5 8 00 pm 8 30pm 2 15am 3 00am 10 00am 11 00 an 10 00 pm 11 00 pr 4 30 pm 5 00 pm 10 USER GUIDE Virtual Room User Guide Ifthe meeting is recurring make the appropriate selection under the Repeats drop down menu Then choose how far into the future the meeting will recur with the Repeat until selection Click Save at the bottom of the screen to make your recurring meeting active hy Second Recurring Meeting Meeting Type Virtual Meeting Meeting Name Second Recurring Meeting Virtual Room Name w Presentation Sharing Require Moderator w Remote Desktop Control Beta International dial outs Video Participants can see each other Prompt to joln Audio Announce particip 15 Created By Bill Korbe VVX Test 2010 Participants it Bruce Faithwick 0 bruce faithwick yahoo com Trpe he name femall or darag contact Description Diseard all changes Tip Recurring Virtual Rooms are indicated by the circular arrow icons next to the meeting title The figure below shows three recurring meetings X My Meetings No Meetings Currently in Progress Upcoming Meetings Meeting Title Start Time USER GUIDE Virtual Room User Guide 8 Next select your Virtual Room Options Click the Show All link to review and modify Options My Meeting All Day Repeats ET di Created By Participants My Meeting Lj Virtual Meeting Virtual Room My
6. Guide 28 Using the Polycom VVX 1500 Video Phone This section shows you how to use the Polycom VVX L500 video phone to schedule a new Virtual Room meeting If you need more information on using the Polycom VVX 1500 video phone please see the Polycom VVX 1500 User Manual at http sims 8x8 com GetDocument aspx docid 10602 Navigation Tips for the VVX 1500 touch screen e To enter the Main Menu tap Pm e Toreturn to the idle screen tap PEA e To go back to the previous menu tap the Back softkey a e o select a menu item tap the menu item e To select an option in a list tap the option and then tap the Select softkey e o scroll menu items and lists on more than one screen tap the Up or Down key e To page down or page up tap Page Up or Page Down icons e o select a softkey tap the softkey e o view more softkeys tap the More softkey e o select a field tap the field e o select a field s entry box tap the field name and then tap the field s highlighted box USER GUIDE Virtual Room User Guide Create a Virtual Room with Polycom VVX Video Phone Reserving a Virtual Room from the VVX 1500 is simple and you will receive an email confirmation immediately To invite other Polycom VVX or HDX Virtual Room participants simply forward your email to the other users as an invitation 1 Tap the Menu key on screen or press the App button on the phone 29 USER GUIDE Virtual Room User Guide 3 lapthe Vir
7. Meeting Low Def Check Room Availability wed 07 06 2011 01 55 PM Wed 07 06 2011 03 00 PM Pacific Standard Time LJ Never V Chat V Presentation Sharing _ Require Moderator W Remote Desktop Control Beta Video Participants can see each other Prompt to join Audio Announce participant on join Maximum participant allowed 15 Bill Korbe VVX Test 2010 CM Bruce Faithwick Type the name email or drag contact d a description to r meetin _ Discard all changes StartNow Cancel Meeting Save Virtual Meeting Virtual Room My Meeting Low Def Check Room Availability Wed 07 06 2011 01 55 PM Wed 07 06 2011 03 00 PM Pacific Standard Time Never Chat Y Presentation Sharing Require Moderator V Remote Desktop Control Beta w Prompt to join Audio International dial outs wv Request response VW Participants can see each other v Participants can invite Prohibit audio from browser Maximum Participants 15 overage charges will incur above 15 Bill Korbe VVX Test 2010 CM Bruce Faithwick Type the name email or drag contact Agenda Introduction of East Coast and West Coast Sales Managers Discard all changes StartNow Cancel Meeting Save USER GUIDE Virtual Room User Guide Options Defined Chat Allows meeting participants to have public and private chats Require Moderator Participants can join Virtual Room only after moderator has joined Pr
8. Presentation Sharing _ Require Moderator w Remote Desktop Control Beta Video Participants can see each other Prompt to join Audio Announce participant on join Ma 15 Bill Korbe WWX Test 2010 Type he nanefemal or drag contact Confirm the cancellation in the confirmation dialogue box You can confirm the meeting Is canceled in the My Meeting window as shown below S My Meetings No Meetings Currently in Progress Upcoming Meetings Meeting Title Start Time 3rd Wednsday Recurring Wed 07 20 2011 In room Low Def 12 00 PM Second Recurring Meeting Wed 07 20 2011 09 00 AM Thu 07 14 2011 02 10 PM Start Recurring Meeting Wed 07 13 2011 Meeting J o e ey 03 30 PM USER GUIDE Virtual Room User Guide 34 Point to Point Video Talk Face to Face Anytime Use Virtual Office to talk face to face at any time with other 8x8 Softphone users If you have an 8x8 Virtual Office account you already have Virtual Office Online included at no charge It is easy to talk face to face with the following steps 1 Log in to Virtual Office Online at http virtualofice 8x8 com Open the dial pad and enter the phone number to a colleague using 8x8 Virtual Office Now click the Call button My Status Avaleble gt I m calling from Sofiphore 8 8x8 Virtual Office Online Forward ali calls GH Bruce Faithwick Ext 1028 Legout 555 630 4153 1 555 632 0078 CHE Gone borrar or AT
9. paste it into your browser address bar Dear Fred Jones yahoo com You have been invited to attend the following 8x8 Virtual Room video conference Test Meeting ID Feature Mon Jul 11 2011 4 05 PM 4 15 PM US Pacific Moderator Fred Jones yahoo com Host Fred Jones yahoo com Meeting Description From the Beginning To join the meeting use the link below tol wvirtualmeetina 8xBpilot comijoin inviteid D1714BB2A04F7644C0D58B43C S sk WKwH6 pZpA xOlxmoZlvwNazUTXOD1LOw eZeA To dial in to the meeting you may use a phone number provided below 15556316891 our Meeting ID 819 443 21 Participant Meeting ID 834 628 75 If clicking the link above does not work please copy the entire link and paste it into your web browser If the link appears on more than one line please ensure there are no blank spaces in the link after you copy and paste it IMPORTANT NOTICE This 8x8 service includes a feature that allows audio to be recorded By joining this session you automatically consent to such recordings If you do not consent to the recording do not join the session 88 8x8 Inc Please do not respond to this email as it is not a monitored email address If you have a question or comment contact our Customer Service Department at 1 888 898 8733 13 USER GUIDE Virtual Room User Guide 14 2 Youhave the option to edit your name before entering the Virtual Room Select the Join Meeting Now button t Sa
10. 3 Welcome Bruce You have O No New Voicemail s Quick Tip DO ma To ads more parnopants ater a meeting has started z choose Add Participants trom the Meeting Controis No Unread Chat Message s Cred Coa chaton Q 1 Meating s in Progress My Moetings Z Non w 4 C cesare nen contact O croate new Mestine G Usar Guide View Demo Getting Started We want to hear from you Feedback USER GUIDE Virtual Room User Guide 21 Select Join ra My Meetings Meetings In Progress Recurring Meeting Duration 00 02 34 Participants 31 1 Host Bruce Faithwick O Join Upcoming Meetings Meeting Title Start Time View Edit and Cancel Virtual Room Conferences v Start Content Sharing Wed 07 13 2011 Edit Meetin 38 minutes overdue 03 25 PM You can view your current past and upcoming meetings at any time You can edit or cancel an upcoming meeting any time until the meeting has started View and Edit Meetings 1 Select the My Meeting tab in Virtual Office Pro amp Huw WWE Test 1031 E ES a 1 05951 694 2815 Ext 1031 Chat BH Korbe vc Test 1030 Yoa rana 115591 634 0078 En 1 Ext 10350 Gage O No New Volcemall s Jos Jahde VVN Test 1033 G ia New Faz Mesaage a 15551 635 2005 Et 1033 Cee O No Unread Chat Message s O No Mecting a in Progress My Meetings E Mo New Twitter bemis To make a call dich Call and type a contect s Name phone number or
11. Details meeting Duration 00 02 00 8x8 Virtual Room Welcome to your meeting 83 Help menu XX Click amp View if enabled 16 USER GUIDE Virtual Room User Guide 17 Example of a Virtual Room Video Conference This next example shows Virtual Room in full screen mode Note that the person speaking receives the largest screen highlighted with an orange border As another participant speaks their image shifts to the larger screen The smallest screen in the upper left corner always shows your own video image Meetings with 4 or less participants always have equal size screens andthe speaker will be highlighted with the orange border Up to 20 participants can be displayed ata time USER GUIDE Virtual Room User Guide 18 Toggle Video On and Off Upon entering the meeting you have the option to toggle your video on and off If you toggle video off you will not be seen by anyone and your meeting will be audio only Turning your video on allows you to view other Virtual Room participants and to be seen lt 8x8 Virtual Office Online Poner on ne Check Video Meeting Duration 00 04 01 8x8 Virtual Room User Guide In this example video is toggled on Video is toggled off in this example C 8x8 Virtual Office Online ER on ne Check Video meeting Duration 00 04 34 ES 8x8 Virtual Room User Guide Version 1 0 July 2011 USER GUIDE Virtual Room User Guide 19 Ending Your Virtual
12. E Virtual Room User Guide 8x8 Virtual Room Virtual Office Online Login Procedure To access Virtual Room you first need to log into Virtual Office Online following these steps Go to http virtualoffce 8x8 com In the Sign In box enter your 8x8 login Enter your password and click the Login button gt WN When prompted click Allow to enable Adobe Flash Player required for this application Create a Virtual Room from Virtual Office Pro To create a video conference in Virtual Room please perform the following steps 1 Click on New Meeting in the Home panel or from the top left side of the screen My Status Availsble 3 I m calling from Softphone Bruce Faithwick Ext 1038 98 858 Virtual Office Online Forward all calis Off 2 Logout 1 555 630 4153 Fax ng Calli fice leo Bil Korbe vwx Test 1030 Waicoma Bruis 1109951 033 0078 Ext 1030 Chas a How WWE Tost 1031 E You have 1105551 634 145 Ext 1031 Cras Joe Jahde VWX Test 1033 ILF 0 Exi 1034 LAA E Neo New Voicomail s Quick Tip A Your Virtual Offline Pro pogost previas pou a i O With one fre fas mimber Tor pour Laneene fax Senne optiona you can purchase O Mo Unread Chat Message s oporto n r i numbers few It as veel O Mo mestinats in Progress My Mestinas E No New Twitter tomie Bata G Mo New Facebook Postis Beta User Guide View Demo Gelling Started We want to hear from you Fegdback 6 play Faithwick VWE
13. Meeting Type Meeting Name Virtual Room Name From To Time Zone All Day Repeats Show All Options Created By Participants Description H Virtual Meeting Virtual Room Quick Meeting High Def 1 Check Room Availability Thu 07 14 2011 02 10 PM Thu 07 14 2011 03 00 PM Pacific Standard Time H Never W Chat v Presentation Sharing _ Require Moderator w Remote Desktop Control Beta Video Participants can see each other Prompt to join Audio Announce participant on join Ma 15 Bill Korbe WWX Test 2010 ________ Ex RRA a e M Bruce Faithwick Type the name emaill or drag contact Add a description to your meeting Discard all changes Start Now j 2 Select Yes from the Cancel Meeting confirmation windows A Are you sure you want to cancel the selected meeting 3 Your meeting is marked canceled in the My Meetings window My Meetings No Meetings Currently in Progress Upcoming Meetings Meeting Title Start Time 3rd Wednsday Recurring Wed 07 20 2011 Edit In room Low Def 12 00 PM t Start o gt Meeting J In room Low Def 03 30 PM Second Recurring Meeting Wed 07 20 2011 Edit In room Low Def 09 00 AM Thu 07 14 2011 02 10 PM Recurring Meeting Wed 07 13 2011 Edit USER GUIDE Virtual Room User Guide Content Sharing in Virtual Room 8x8 Virtual Room also makes it easy to collaborate by sharing c
14. Room Conference e Exit full screen mode by pressing the Esc key on your keyboard From the top right of your Virtual Office Online screen select the Leave Meeting button as shown below If you are the meeting organizer this will end the meeting I m calling from Polycom Wx 1500 Dave Provenza Ext 1027 Forward all calls Off Logout 1 555 630 0971 LES My Video Greeting Controls Or Select Meeting Control options gt I m calling from Polycom vx 1500 Dave Provenza Ext 1027 Forward all calls Off Logout 1 555 630 0971 lla Leave Meeting gf O e Select Stop Meeting Meeting Controls ln Lock Meeting e Then select Yes to confirm Stop Meeting Stop Meeting Are you sure you want to stop this meeting 20 USER GUIDE Virtual Room User Guide All guests in the meeting will immediately recelve a message that the meeting has ended My Meeting FM The moderator has ended the meeting Note When the moderator stops the Virtual Room meeting all participants must leave the meeting This is important to ensure participants do not continue the meeting without your participation Joining an In Progress Virtual Room Meeting from Virtual Office Pro Select My Meetings from the lower left portion of the screen My Status Avelablet I m calling from Softphone 1 88 8x8 Virtual Office Online Bruce Faithwick Ext 1028 Forward all calle Of Logout 1 555 630 415
15. Test Ej Li BA Ex 1078 My Contacts My Hastings USER GUIDE Virtual Room User Guide 2 Select the Virtual Room radio button under Meeting Type The Virtual Room option is only visible if your company has subscribed to 8x8 Virtual Room service 3 Next type the meeting name for your video conference The meeting name is shown in the email invitation and as the meeting title 4 If you have more than one Virtual Room select the room name from the drop down list 5 Select the meeting date and time by using the From and To selections Virtual Room Name Low Def From Tue 07 05 20 a PP To Tue 07 05 2011 04 30 PM Time Zone Pacific Standard Time All Day Repeats Never Hide Options w Chat w Presentation Sharing Require Moderator v Remote Desktop Control Beta wW Prompt to join Audio w International dial outs _ Request response w Participants can see each other _ Participants can invite Prohibit audio from browser Maximum Participants 15 overage charges will incur above 15 Bruce Faithwick My Meeting This will describe the use of virtual room in our organization 6 Select the Date and Time for the meeting and click Check Room Availability to ensure your date and time is available Virtual Room Scheduler Pick A Room Low Def Start Date 07 11 2011 48 09 25 AM t End Date 07 11 2011 fF 10 30 AM t July 2011 Wednesday 26 29 9 00 am 10 00am 3
16. USER GUIDE Virtual Room User Guide 8x8 Inc 8x8 Virtual Room User Guide Version 1 0 July 2011 USER GUIDE Virtual Room User Guide Table of Contents INTOQUCHON surrender rosado 3 System Requirements ccc eect e teens al 8x8 Virtual ROOM cece eee teens 5 Virtual Office Online Login Procedure vices 5 Create a Virtual Room from Virtual Office PIO eee gt Responding to the Invitation and Joining the Virtual Room 13 Ending Your Virtual Room Conference cece 19 View Edit and Cancel Virtual Room Conferences vo ccc cee 21 Content Sharing in Virtual ROOM aiaa conocia caos 24 Using the Polycom VVX 1500 Video Phone 28 Create a Virtual Room with Polycom VVX Video Pho0ne 29 Canceling a Virtual ROOM Meeting iiia ees 33 Point to Point Video Talk Face to Face Anytime 34 Virtual Room Version 1 Release Notes 36 USER GUIDE Virtual Room User Guide Introduction 8x8 Virtual Room is a flexible easy to use video conferencing solution that enables your business to hold video conferences using voice video and content sharing Virtual Room brings ordinary conference calls to life and turns them into dynamic interactive meetings 8x8 Virtual Room E Polycom Computer with webcam HDX 4000 Series DS s im MW E POS TAT AN 1i A Phone Audio only Polycom VVX Polycom HDX 9000 USER GUIDE Virtual Room User Guid
17. ate In the Virtual Room video conference via a computer browser Any webcam attached to a computer which meets the requirements on page four of this document can participate in a Virtual Room video conference e Call me on my phone Room video conference call If the telephone number is for an 8x8 Softphone or Polycom VVX or HDX video phone on 8x8 service you view the video conference If the telephone number is for an audio telephone you are conferenced for audio only Virtual Room will IS a quick call way to join the Virtual automatically call you to connect 15 USER GUIDE Virtual Room User Guide e will dial in myself provides the telephone number and credentials to enter the Virtual Room video conference call at any time you choose Dial In to the Meeting Client Meeting Evening Join meeting with Web Browser Softphone Video v Include Video st Start O Call me on my phone my phone number Standard phones will have access to audio only Polycom VWWAFHDX phone will have access to both video and audio Cy I will dial in myself at 1 555 630 7336 Entering Your Meeting ID Polycom WWX users enter 2I538789 Video and Audio Polycom HON users enter 40153878904 Video and Audio Standard phone users enter 915387897 Audio 4 Select Connect to call You will be asked to say your name for the Virtual Room Salutation 5 The 8x8 Virtual Room welcome screen appears and you will enter the room My Meeting meeting
18. ate Directory Hew Meeting My Hestinga Virtual Room Version 1 Release Notes 1 Recording audio during a Virtual Room meeting is not supported at this time If you have our record all calls feature enabled on your 8x8 extension please turn It off to see video If you choose to record the call the video will be disabled When it Is necessary to record audio on a video conference meeting use a separate Virtual Office Pro account to dial in for an audio only call recording Then on a separate session dial in or click the invitation link and enter Virtual Room for the full video conference experience 2 PBX s that have the same phone system administrator User Profile on all extensions will not be able to invite each extension to a Virtual Room conference In this situation the phone system administrator needs to create separate User Profiles for each individual extension to allow individual invitations from Virtual Office Pro f e E N 8x8 Inc NASDAQ EGHT www 8x8 com The Champion For Business Communications 2011 The 8x8 Inc logo is a registered trademark of 8x8 Inc 8x8 Inc is a publicly traded company PM431 711
19. confirmed meeting participant My Meeting Meeting Type Meeting Name Virtual Room Name Participant Meeting ID Moderator Meeting ID Host Meeting ID From To Time Zone All Day Repeats Options Created By Participants Description Virtual Meeting Virtual Room My Meeting Low Def 66368737 20230431 81940454 Wed 07 06 2011 01 55 PM Wed 07 06 2011 03 00 PM Pacific Standard Time Never w Chat wv Presentation Sharing Require Moderator w Remote Desktop Control Beta Video Request a response to this invitation Participants can see each other Prompt to join Audio Announce participant on join Allow participants to Invite Maximum participant allowed 15 Bill Korbe Wwx Test 2010 CM Bruce Faithwick _ Bill Korbe VVX Test 1030 Joe Jahde VVX Test 1034 Agenda Introduction of East Coast and West Coast Sales Managers USER GUIDE Virtual Room User Guide 13 The meeting organizer and all invited participants will receive an email invitation to the video conference As the Moderator your email will provide a Meeting ID and a Participant ID Signing in with the Meeting ID will give you Moderator privileges to end the meeting or Share content Only the Moderator will have these privileges Meeting Participants do not have these privileges Responding to the Invitation and Joining the Virtual Room 1 Tojoin the meeting click the link in your email or copy It and
20. e System Requirements Supported Operating Systems e Windows XP Vista and Windows 7 with 32 bit web browsing e Mac OS 10 6 Snow Leopard or newer Java 6 included Supported Browsers e 32 bit Internet Explorer 7 0 or newer Firefox 2 0 or newer Safari 3 0 or newer e Requirements Flash 10 3 and Java 6 Update 14 Java needed for hosting meetings Required ports Firewall ports to be open e 80 TCP http e 443 ICP rtpm or https depending on server connected to e 54545 TCP Host content sharing and remote desktop e 8443 for HT TPS Exchange GMail proxy VoIP e Requirements headset with microphone Operating System Requirements Windows XP e Pentium 4 1 3 GHz AMD Athlon XP 1500 or newer e 512 MB of system memory Windows Vista e Pentium 4 1 3 GHz AMD Athlon XP 1500 or newer e GBof system memory Macintosh e Mac OS X 10 6 Snow Leopard or newer e 64 bit Java 6 e Powercomputer G4 G5 or Intel processor 512 MB of RAM or better recommended Bandwidth Availability e Recommended cable modem DSL or better e Minimum 256 kbps of available upload bandwidth per concurrent video connection at that location e Recommended 448 kbps of available upload bandwidth per concurrent video connection at that location Note Performance varies widely depending on the content shared content sharing window size and processing speed memory of the computer hosting the content sharing USER GUID
21. e video conference If the telephone number is for an audio telephone you are conferenced in for audio only USER GUIDE Virtual Room User Guide e will dial in myself provides the telephone number and credentials to enter the Virtual Room video conference call at any time you choose T E Me LEA AS j Dial In to the Meeting My Meeting Join meeting with Web Browser Softphone Video w Include Video at Start 0 Call me at Polycom VVX 1500 Standard phones wili have access fo audio only Polycom WWA HOX phone will have access to both video and audio _ Call me on my phone my phone number Standard phones will have access to audio only Polycom VWWAHOX phone will have access bo both videa and audio kw I will dial in myself at 1 555 631 6891 Entering Your Meeting ID Polyoom VUX users enter 202304314 Video and Audio Polycom HOX users enter 4202304318 Video and Audio Standard phone users enter 202304318 Audio Mo thanks Connect to call 3 Press Connect to call You will be asked to speak your name for the Virtual Room Salutation Join Meeting Options Invitee People you invite to a Virtual Room video conference call in many cases will not be 8x8 customers There is no need to worry as anyone with a computer and webcam can join your Virtual Room video conference call they simply need to meet the requirements on page 4 e Join Meeting with Web Browser Sofphone allows the people you invite to particip
22. exteralon on pour sofiphone My Contacta Corporate Directory My Meetings QP create new contact E create new Meeting 5 sen User Guida View Demo Getting Started We want to bear from you Feedback 22 USER GUIDE Virtual Room User Guide 2 View your meetings My Meetings No Meetings Currently in Progress Upcoming Meetings Meeting Title POLYCOM EXPERT SUPPORT TRAINING In room High Chef 1 SALES MGR TRAINING In room High Def 1 Start My Meeting L Meetin Starts in 7 minutes Start Time 7 Fri 07 08 2011 Remove 01 00 PM Me Thu 07 07 2011 Remove 09 30 AM ll Me Wed 07 06 2011 Edit 01 55 PM 3 Select the Virtual Room meeting you want to change by clicking the Edit button No Meetings Currently in Progress Upcoming Meetings Meeting Title POLYCOM EXPERT SUPPORT TRAINING In room High Def 1 SALES MGR TRAINING In room High Def 1 My Meeting Starts in 7 minutes 4 Edit your meeting and click Save Start Time Fri 0708 2011 01 00 PM Thu 07 07 2011 09 30 AM Wed 07 06 2011 A 01 55 PM USER GUIDE Virtual Room User Guide 23 Canceling a Virtual Room Meeting You can easily cancel a Virtual Room Meeting from the Polycom VVX 1500 video phone or from 8x8 Virtual Office Pro 1 From Virtual Office Pro click on My Meetings then click on the meeting you want to cancel At the bottom of the screen click the Cancel Meeting button Quick Meeting
23. g coal Diparas jj Mie bel ti pm Pr mgr ery T en ee BOT Pee AA dy Greer l Pa deed Maree ba ee pel erga Fria ee Bono rar r Pir sererai s Cord e D di Yes Qaia iy Caron bik re riar Tering tap MH Corra birea kasran LIA Cams bin ME te fat aah ieee esd ia A Tih DL et AAA Le Lee e del a el a A rn AA ee palas lo rbd bimi son rn a Pa bol Pa mi band rial ri ton ia E Lleras hi elit y Der ln Patas o bave bem e ar Pa Pr Mei E O Eo mimin mering eim Mending oom er feed a ee mes a iH a CE T Pet Pitt AD em A q iH e Bii F i bar ree tore hele Lael uae E GeT a gt Hgm E Hard fo TA e e ds rg i ia Coe lactea Tila Jota pon lod FA Bry ok You can choose to share individual windows on your desktop or your full desktop by selecting the controls as shown below xX Share Content Close Content Sharing Change Shared Content Select Content to Share _ Desktop Sharing Window Sharing Search Window ps Minirrizod windows can nal be Barod and are not delayed below hara Du rinmi a2 Cees lasam yeg _ T ee ey Se USER GUIDE Virtual Room User Guide 27 In this example the presenter is sharing content from a Word document in Window Sharing mode My Daba On Colt Pm calling from Eshiphora rece Paltiedch Pri 1005 a8 AV iria Office Online Porwaed all calle Ce Logout 2 55 53 ee Conte
24. les 1 866 879 8647 U Support 1 888 898 8733 Sign in Y s SHOP ONLINE GO gt HOME COMMUNICATIONS SOLUTIONS HOSTING SOLUTIONS RESOURCES SUPPORT ABOUT US Welcome to 8x8 Virtual Room Test Meeting ID Feature From the Beginning Start Time Mon 07 11 2011 04 05 PM US Pacific End Time Mon 07 11 2011 04 15 PM US Pacific Recurring No JOIN MEETING NOW gt Dial In Number s 1 555 631 6891 California USA Participant Meeting ID 834 628 75 Moderator Meeting ID 819 443 21 Host Meeting ID 718 498 58 Moderator Bruce Faithwick bfaithwick 8x8 com Join Meeting Options Meeting Creator Virtual Office Pro extension users have the most ways to join Virtual Room e Join Meeting with Web Browser Softphone allows you to participate in the Virtual Room video conference call from your computer web browser With a webcam and any computer which meets the requirements on page four of this document you Can participate in the Virtual Room video conference call e Call me at Polycom VVX 1500 is an automated call process for 8x8 customers Your Polycom VVX 1500 phone will be automatically called for inclusion in the Virtual Room video conference call The Polycom VVX 1500 is an 8x8 certified video conference phone eCallmeonmyphone_ Is a quick call way to join the Virtual Room video conference call If the telephone number is for an 8x8 Softphone Polycom VVX or HDX video phone you will be able to participate and see th
25. nt Sharing peeing tetas meeting Duratian 00 13 07 JF Leave Horii Be meed Ge Participants J Shara Content Per r vaea Meeting Contras UN YA Find Cambria Best ua A EE EEN aaeoc AaBbCe AsBbter Asbb t dagbe AAB A e A e egos B F Poda far dE FE E E IH a ye Hr Ikma Heigl Ping Heading Hen Titit z ine 4 ens Par fs Paageean Is Hiper Te an Making Point to Point Video Calls To place a video call from your Polycom HDX to another device just dial the 8x8 phone number assigned to the Polycom HDX Polycom VVX or 8x8 softphone you wish to connect to The device you are calling must also be on 8x8 service 8x8 does not support video calling to Polycom HDX or VV Xs not using 8x8 service To hold a video conference with one or more participants who do not subscribe to 8x8 service simply schedule a video conference using 8x8 Virtual Room and they can see and share video online using their computer s browser and a webcam Scheduling a Video Conference Call If a participant attempts to share content while another participant is already sharing the message shown below appears Ihe Moderator can override content sharing by other participants and take content sharing back at any time A Content Sharing Session Confirmation Content Sharing session has already been started by Bill Korbe VVX Test 1030 I Do you want to close the active Content Sharing session and start a new one USER GUIDE Virtual Room User
26. ompt to Join Audio Gives participants the choice to join the audio portion of the Virtual Room via their computer using 8x8 VoIP service Request Response Request that participants respond to the Virtual Room invitation Participants can Allow participants to invite additional people to the meeting Invite Presentation Sharing Allow content sharing in the Virtual Room The moderator controls content sharing and can grant and revoke content sharing privileges All participants are dependent upon the moderator to gain content sharing permission Remote Desktop Meeting participants with Content Sharing privileges can gain Control Beta control of another participant s desktop after the other participant erants access permission International Dial Allow participants to dial out to other participants with Outs International non US numbers to add them to the meeting This may incur international toll charges to your account Participants can see Allow participants to see other participants when meeting is in each other progress If disabled only moderators can see the participant list Maximum You can allow up to 20 participants for each Virtual Room meeting Participants by typing a number between 1 and 20 While you can add up to 20 participants 15 participants per meeting are included in your monthly service fee Overage charges accrue on a per person per meeting basis for the 16th through 20th participant 10 USER GUIDE Vi
27. ontent The Moderator starts the Virtual Room meeting as the only person with permission to share content At any time the Moderator can grant content sharing privileges to participants by selecting the checkbox next to the participant s name As seen below y Participants Participants amp Invite amp Invite Duration Remote Duration Content Remote v Desktop y Sharing Desktop Control Control Bruce Faithwick 00 08 06 Bruce Faithwick 00 13 06 BNR EARI A Bruce Falthwick 00 12 33 v Second Participant 00 20 58 HO Second Participant 00 25 59 Second Participant 00 20 48 x This Virtual Room is in video only mode Change to content sharing mode by selecting the Share Content icon as shown below My Simun Os Col Pen calling fram Goia 5 Bruce Faitheick Ext 1038 oe bad Virtual Office Online Forward all colle G i F q Logout 1 535 630 4153 Recurring Meeting Meet DAS ect prsia Oo fs Je wears meeting J 24 USER GUIDE Virtual Room User Guide 25 Content sharing requires Java to start on your computer This will only take a moment Content Sharing Java Installation Loading application This may take several moments wW Loading In the example below content is being shared in the second window while the video conference remains active in the top window My Bates OA Cal im calling from Softphone ruca Paik Ext SDE ae fxd Virtual G fica Ondine Reverend sl calls OFF
28. rr l adri nd parar Your Facebook Liebre dr canard Your Tether wena and pasa My Contacts O Stow My Personal Comans GP O Stow Exchange Contacts E w Show Googe Contes 3 Seed wih Group My Contacta Change Login to Googie Talk Corporate Directory Non Ecsacte Contacts xf _ 550 Exchange Directory My Social Contacta Hor Dotab s Coneis O Shaw Facebook Corners Gi Besa Sage Taner Contacts besa peste Credenkiats Hy Mastinga USER GUIDE Virtual Room User Guide 11 10 After your contacts have been synced simply type in a contact s name or telephone number to retrieve their emall address The figure below shows entering the contact name bill All contacts containing bill in their name will be presented 5 My Meeting Meeting Type Virtual Meeting Virtual Room Meeting Name My Meeting Virtual Room Name Low Def Check Room Availability From Wed 07 06 2011 01 55 PM To Wed 07 06 2011 03 00 PM Time Zone Pacific Standard Time All Day Repeats Never Hide Options w Chat wW Presentation Sharing _ Require Moderator W Remote Desktop Control Beta w Prompt to join Audio International dial outs w Request response w Participants can see each other W Participants can invite Prohibit audio from browser Maximum Participants 15 overage charges will incur above 15 Tes 2000 x bill korbeEB8xB com Work o Unassigned Unassigne
29. rtual Room User Guide 9 You can now invite participants Participants are easily invited by typing in their name or phone number Virtual Office automatically fills in the invitee s email address if the participant is in your Virtual Office contact list You can sync your Microsoft Outlook Google email Facebook Twitter or Corporate Directories contact lists with 8x8 Virtual Office as shown below My Contacts _ Show My Personal Contacts _ Show Exchange Contacts V Show Google Contacts 23 Update Credentials Synced with Group My Contacts Change Y Login to Google Talk Publish my status message to Google Talk Corporate Directory Non Editable Contacts A ee el H _ Show Exchange Directory E My Social Contacts Non Editable Contacts L_ Show Facebook Contacts KE eo V Show Twitter Contacts 3 Beta Update Credentials _ Tweet my status message Tip To sync your contacts with Virtual Office Online go to the Settings page as shown below select the All Contacts tab and indicate which accounts you want to sync with My Status vivalatle I m calling from Softphone E 3 aad 8x8 Virtual Office Online SER ERE Bruce Faithwick Ext 1028 Logout 1 555 630 4153 Fa Settings Vou dkt pre up pour Exchirga Cosgie Tetter ina Pcrbosk contacta wit pour rte ioe ei oorti Boia eerie Pa Bares cts peee 2007 or har Vout Estare trad ddr dd reir Your Gra Cospglo Aged e
30. tual Room button 5 8x8 Virtual Office s mo Directory Listing 4 Tapon the New Meeting button 8x8 Virtual Office Virtual Room SH 8x8 Inc You have no meetings scheduled My Meetings P Click here to create a meeting New Meeting 5 In the Meeting Name field type in your meeting name 5 8x8 Virtual Office Virtual Room Subject Untitled Meeting My Meetings filype Video Bridge Meeting Room Start End Submit Cancel 30 USER GUIDE Virtual Room User Guide 6 The on screen keyboard makes it easy to type in the meeting subject 5 8x8 Virtual Office Virtual Room 8 ascii abc Subject Executive Video Conference My Meetings PM Type Video Bridge 7 Meeting Room Room 1 7 If you have more than one Virtual Room select the room name from the drop down list 5 8x8 Virtual Office Virtual Room Sa ta eee Subject Executive Video Conference My Meetings PM Type Video Bridge Meeting Room Room 1 z TT Start Tue 7 12 2011 05 00PM Room 2 Room 3 End Tue 7 12 2011 06 00PM Submit Cancel 8 Selecting Video Bridge creates a Virtual Room video conference Selecting Audio Bridge creates a Virtual Meeting for an audio conference 5 8x8 Virtual Office Virtual Room S42 ta eee Subject Executive Video Conference My Meetings Mlype Video Bridge Meeting Room Room1 Video Bridge Start Audio Bridge 05 00PM End Tue 7 12 2011 06 00PM Submit Cancel 31

8x8 Virtual Room User Guide - Packet8

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