VidyoPortal™ and VidyoDesktop™ User Guide KOOPMAN IT
Contents
1. Mic Level The Microphone button turns red when you mute yourself and a small red circle with a line through it appears under the microphone icon When the room owner mutes you the Microphone button turns red and a red Wia E sline appears over the microphone icon When you mute yourself and the room owner also mutes you the a 7 Microphone button turns red you see a red line over the microphone icon and a small red circle with a line through it under the microphone icon Ge Privacy Click on the Privacy button to stop the video you re sending i e privacy mode You stay on the call but other participants will not be able to see you If you are showing a document it will continue to be visible The Privacy button turns red when you put yourself in privacy mode anda Rae small red circle with a line through it appears under the camera icon When the room owner or admin puts you in privacy mode the Privacy button turns red and a red line appears over the camera icon 32 Pan Tilt Oe KOOPMAN IT Using the VidyoDesktop During a Meeting When you put yourself in privacy and the room owner or admin also puts you in privacy mode the Privacy button turns red you see a red line over the Camera icon and a small red circle with a line through it under the camera icon Dialpad When you connect to a legacy videoconferencing system or MCU the grayed out Dialpad button becomes active Click this button2. Self View You can view your own video feed in Picture in Picture mode by clicking the Self View button Your feed appears as a thumbnail image in the lower right corner of the screen Click the Self View button a second time to see your image the same size as others on the screen layout For example if you re in a direct call the screen will split in half and you ll see the person you re talking to on the left hand side and yourself on the right Click the Self View button a third time to remove yourself from the layout and view only the other meeting participant Py Vidyo 30 KOOPMAN IT Using the VidyoDesktop During a Meeting Volume Click on the Volume button to mute unmute the sound you re hearing The but ton turns red when mute is on Or use the drop down arrow to change the vol ume level You ll see a slider and a green line whose vertical movement reflects the energy volume level your speakers or headphones are outputting KOOPMAN IT Using the VidyoDesktop During a Meeting U Microphone Click on the Microphone button to mute unmute the sound you re broadcast ing Or use the drop down arrow to change the volume level You ll see a slider and a green line whose vertical movement reflects the energy volume level your your mic is outputting Note Microphone volume is automatically sets to 25 when selecting an audio recording device and to 50 when using a ClearOne Chat 50
3. Once your call or meeting is in session you are able to control the audio video streams display your screen and perform other actions as described in the next section When you disconnect from a direct call from the call yov ll see a dialog box indicating that the call has been ended 21 KOOPMAN IT Using the VidyoDesktop During a Meeting Starting a VidyoConference Using the VidyoDesktop You can start a VidyoConference by right clicking the VidyoDesktop icon in the Place a Call Notification area system tray on a Windows PC or Control clicking it in the Start My Meeting Sign in to New Portal 5 Sign out Configuration m Quit Windows VidyoDesktop Menu p Place a Call Start My Meeting Sign in to New Portal Sign out Configuration Options Hide Quit _ MP Macintosh VidyoDesktop Menu n ie 22 dock on the Apple Macintosh You have the following menu choices Place a Call Logs you into the VidyoPortal to place a direct call to an available user or participate in a meeting Start My Meeting Launches the VidyoDesktop and puts you in your meet ing room Sign in to New Portal Signs you out of the VidyoPortal your been using and displays a screen in which to sign into another VidyoPortal to which you have access Enter the URL of the VidyoPortal or select the VidyoPortal from the drop down list then enter your user name and password Click Login to enter the portal Vidyo Login U
4. This End User License Agreement will apply to you if you download install or use the Vidyo software in the Vidyo products Please do not download install or use the Vidyo software and products before you understand and agree with the terms of this End User License Agreement End User License Agreement If you accept the terms of the agreement dick I Agree to continue You must accept the agreement to install vidyoDesktop Nullsott Install System ve 38 1 Unicode sw tages cnt When the installation is complete you ll see the Completing the VidyoDesktop Setup dialog box VidyoDesktop Setup Completing the VidyoDesktop Setup VidyoDesktop has been installed on your computer Click Finish to clase Setup When the VidyoDesktop is installed for Windows a Vidyo icon appears in your desktop system tray Vidyo Login Mozi amp s 3 0 5 56PM a P 12 KOOPMAN IT Installing the VidyoDesktop Software MACINTOSH INSTALLATION VidyoDesktop Installer Vidyo End User License Agreement including Limited Warranty and Disclaimer of Warranty End User License Agreement VIDYO Inc is a Delaware corporation with a principal place of business 433 Hackensack Ave 6th floor Hackensack NJ 07601 Vidyo IMPORTANT PLEASE READ THIS END USER LICENSE AGREEMENT CAREFULLY DOWNLOADING INSTALLING OR USING VIDYO OR VIDYO SUPPLIED SOFTWARE CONSTITUTES ACCEPTANCE OF THIS AGREEMENT THIS LI
5. appears in the list of participants 17 Add Contact Remove Contact KOOPMAN IT Overview of the VidyoPortal Home Page Call Direct The Call Direct button starts a direct point to point call with another contact To call direct search for a contact in the search field as described in Contact Search Field on page 15 or select one from your My Contacts list if they are on your contacts list and click the Call Direct button NOTE The Call Direct button is active only when the selected contact is avail able for a direct call The VidyoDesktop launches and the person you are calling sees an alert on their screen to notify them of the call For more details about using the VidyoDesktop software see page Using the VidyoDesktop During a Meeting on page 21 Note A direct call involves just two users no additional users can join When you call a meeting room and there are just two of you in the room it is similar to being in a direct call The difference is that others can potentially join you in the meeting DIALING TO A LEGACY SYSTEM To connect to a legacy system that has not been added as a uSer in the VidyoPortal enter its extension number followed by the IP Internet Protocol address of the legacy system then click the Call Direct button To obtain the IP address of a legacy system contact your system administrator 03111 22 333 44 CallDirect Note For additional ways to dial to a legacy system
6. contact search field to invite additional participants to the meeting via the VidyoPortal Select and invite users as you would in the contact search field of the VidyoPortal home Page For information see Contact Search Field on page 15 Invited users appear in the Not Connected list until they join the meeting Connect All Connects invites all disconnected participants to the meeting 41 E a X E III KOOPMAN IT Settings Disconnect All Disconnects all participants from the meeting and adds them to the Not Connected list A disconnected participant can be reconnected later Lock Room Locks your room to prevent participants from joining You can lock your room even if you don t currently have a meeting in it Unlock Room This icon appears when you have locked your meeting room Click it to unlock the room Mute All Mutes the volume for all current participants including the room owner Participants who join or rejoin after Mute All is selected are also muted Unmute All Unmutes the volume for all participants Remove Disconnect All Disconnects all participants and removes them from both the Connected and Not Connected lists Invite to Meeting by Email Launches your default email client and creates a message to invite one or more users to join the meeting The email contains editable text and the link to your meeting room and if you ve set one the PIN required to enter the
7. not logged in the VidyoDesktop icon in the notification area also called the system tray for Windows is dimmed and for the Macintosh it displays in the dock with a small red X in a circle Acoustic Echo Cancellation AEC Is no longer the default for recommend ed audio input output devices because they have their own AEC built in Npa ener Conerence Pease wai l Cancel Progress Bar Client Incoming Call New call from Tony G Rocco Decline Incoming Call Answer VidyoDeskiop 7 Other party has ended call Ended Call KOOPMAN IT Using the VidyoDesktop During a Meeting When you join a meeting room or call direct from the VidyoPortal home Page the VidyoDesktop launches and a progress bar appears as a con nection is being made The first time you launch VidyoDesktop and after any change to your camera or audio settings you are prompted to select the webcam microphone and speakers you want to use in the configuration devices window Choose the ap propriate devices and click Save to proceed to the VidyoDesktop Changes take place during the current call ry Vidyo configuration and Status Attendees k O Microphone Logitech Mic Pro 3000 Microphone Mealtek High Definition Audio If a contact calls you directly you receive a prompt through the VidyoDesktop indicating who is calling and providing buttons to accept or decline the call will appear
8. of all registered users appears First all online users are listed alphabetically followed by a list of offline users listed alphabetically Note You can create your own contacts list My Contacts as a fast way to place calls to people you meet often with For information see My Contacts on page 13 15 i My Contacts AA J m oe My Room My Contacts list KOOPMAN IT Overview of the VidyoPortal Home Page When you find a contact or public room click to select it The contact room status details appear on the right side of the home page user status and room status If the contact or public room belongs to a different tenant the tenant name also appears You can review this information first to see if the contact or meeting room is available For example the following selected user is offline and her meeting room is empty fa My Contacts My Room Carlie Davidson Carrie Anderson If the contact or room is available you can place a direct call to the user by clicking the Call Direct button or join the room by clicking the Join Room button ABOUT MEETING ROOM AND USER STATUSES A meeting room must be available for you to join it and a user must be available for you to place a direct call Room and user statuses appear on the right side of the VidyoPortal home Page for a selected user or public room Also when a meeting room is available the Join Room button is active and when a user is available
9. room It also contains an extension to call into a VidyoConference by phone If your system permits guest users you can invite them too Note If using Asian languages perform the following steps in Microsoft Outlook for the invite text to appear properly 1 Select Options from the Tools menu 2 Select the Mail Format tab 3 Select nternational Options 4 Select Enable UTF 8 support for mailto protocol if it is not selected Note You can also invite a guest with the nvite by Email link at the bottom of the Control Meeting page and the VidyoPortal home page You can also add participants on the fly when you re in the Add Participants screen by clicking the Connect button 42 Ke KOOPMAN IT Settings P F Vidyo i Dialing a Legacy System To conference with a legacy system that does not exist as a user in the VidyoPortal enter its extension number followed by the IP Internet Protocol address of the legacy system then click the Add button to include it in the conference To obtain the IP address of the legacy system contact your system administra tor 03192 79 220 29 Participant Controls The Control Meeting page provides controls for the individual participants in a meeting To view these controls move the mouse over the area to the right of a participant s name These controls are similar to the global controls but they affect only one user at a time They also keep you informed of the
10. see the VidyoGateway Operation Guide Add Contact Remove Contact If you have contacts that you meet with regularly you can save them to a My Contacts list for easy selection To add a contact to My Contacts search for the contact click to select the contact and then click the Add Contact button Your contact appears in alphabetical order on the home page under My Contacts If you have many contacts you may need to scroll to view them all You can remove a contact from My Contacts by selecting it and clicking the Remove Contact button 18 KOOPMAN IT Using the VidyoDesktop During a Meeting Utility Links The VidyoPortal home page provides several links to control and configure the VidyoPortal Settings Enables you to change the following settings account lan guage and my room For information see Settings on page 42 Control Meeting Provides you with control over meetings hosted in your meeting room If your admin or operator has given you multiple rooms you can control all of them from here This link is always available even when no one is in your room You can invite contacts and guest users to attend a meeting lock your room mute unmute participants and disconnect partici pants Your VidyoPortal admin can override your control of a meeting right from his or her own Control Meeting link Log Out Logs you out of the VidyoPortal Click OK at the prompt to end the current session You return to th
11. status of par ticipants during a meeting For example when a user mutes their own sound or chooses privacy mode in their VidyoDesktop the appropriate icon reflects the change Likewise when you mute a participant or choose privacy mode they are alerted in their VidyoDesktop There are different controls for connected and not connected users CONNECTED USERS Disconnect Disconnects the participant and puts them on the Not Connected list You can reconnect the participant later Mute Participant Mutes the volume for the participant Unmute Participant Unmutes the volume for the participant 43 KOOPMAN IT Settings rj Video On Off Turns the participant s video on or off When privacy mode is ON using privacy the camera icon appears with a gray slash through it and when privacy mode is off not using privacy the camera is green When a participant is in privacy mode the icon remains visible until privacy mode is turned off This icon also changes when the participant sets their own privacy mode NOT CONNECTED USERS enfin Reconnect Reinvites a disconnected user to the meeting if their status allows it X Remove Removes the participant from the Not Connected list Allowing an Admin to Control Your Meeting An admin may control your meeting on your behalf Simply ask the admin to log in to your meeting and the admin can perform all tasks outlined above on your behalf 44 KOOPMAN IT Setti
12. the Call Direct button is active User status and room status are independent of one another You can join the room of a user who is not available online for a direct call Likewise you can direct call a user whose room is locked full or PIN protected My Contacts The My Contacts tab displays the following information Suggested users that match the search criteria you enter in the contact search field When you are not searching for a user the contacts you have added to your My Contacts list The My Room button enabling you to join your room for a meeting you host When you click this button you can view the participants in your room on the right side of the home page 16 My History My History list My Room Participants KOOPMAN IT Overview of the VidyoPortal Home Page My History The My History tab displays a list of users with whom you have recently met You can select one of these contacts to join their room or call direct You can also add them to your My Contacts list Join Room The Join Room button enables you to join a room to participate in a meeting You can join your own meeting room for a meeting you host yourself or join another user s room The owner of the meeting room is the host The Join Room button becomes active when you select your own room or any private or public room that is not full busy or locked To join your own room click My Room in the VidyoPortal home page a
13. to display a DTMF Dial Tone Multi Frequency dialpad that enables you to select menu items to access the legacy system as shown below Far End Camera Control FECC The Far End Camera Control button allows you to control the motion of a VidyoRoom s camera There are just two requirements The camera in the room must be motorized to enable motion The room must be configured to allow FECC To use FECC you join a room that allows it When you do the previously dimmed FECC button will become active as shown above If you click the drop down arrow next to the button and see multiple cameras listed you can choose and switch among them A VidyoRoom can have only one camera So you are ac tually choosing between different VidyoRooms Once you ve chosen a camera the Remote Camera Control panel will open You can pan move side to side and tilt up and down the camera in addition to zooming in and out To end Far End Camera Control simply click the FECC button again 33 Devices Configuration Tabs KOOPMAN IT Using the VidyoDesktop During a Meeting Configuration The Configuration button turns red when there is an alarm indicating that your settings need attention Click the configuration button to configure your VidyoDesktop including Status Attendees Network Devices Video Options and About The following settings are accessible when your status is Not in Conference as well You may access the configura
14. to encode at 3o0fps for resolu tions higher than VGA Best Resolution Allows encoding software to encode higher resolutions Limited Bandwidth Can be used in bandwidth limited environments where the full video quality cannot be realized When selecting this mode en coding resolution is limited to CIF conserving uplink bandwidth and the number of participants that can be viewed is initially limited If enough downlink bandwidth is detected the number of received participants will increase with time Advanced Windows only Advanced mode has three configuration op tions 450p30 720p15 and 720p30 Each forces camera capture encoding resolution and frame rate based solely on what is available from the cam era irrespective of CPU capacity This mode is for controlled environments usage only Note The Advanced mode works properly only when your system meets the one of the following minimum hardware requirements Core 2 Duo of 2 8GHz or better WITH DDR3 memory in TriChannel u z Core 2 Quad with DDR2 or DDR3 memory 3 KOOPMAN IT Controlling Your Meeting in the VidyoPortal 17 based system OPTIONS Current Language Auto Start Incoming Calls Tones Full screen Full screen Deulsch Espariol Francais Italiano aE era H Portugu s px Suomi Polski Start VidyoDesktop on login _ Auto Answer Enabled Play a tone when participants join leave Start Conference in Full sc
15. CENSE OF THE SOFTWARE IS VALID ONLY UPON THE CONDITION THAT YOU ACCEPT ALL OF THE TERMS CONTAINED IN THIS LICENSE AGREEMENT YOUR ACCEPTANCE WILL BE BY INSTALLING OR DOWNLOADING THE SOFTWARE OR USING THE EQUIPMENT THAT CONTAINS THIS SOFTWARE YOU ARE BINDING YOURSELF AND THE BUSINESS ENTITY THAT YOU REPRESENT COLLECTIVELY CUSTOMER TO THIS AGREEMENT IF YOU DO NOT AGREE TO ALL OF THE TERMS OF THIS AGREEMENT THEN VIDYO IS UNWILLING TO LICENSE THE SOFTWARE TO YOU AND A DO NOT DOWNLOAD INSTALL OR USE THE SOFTWARE B YOU MAY RETURN THE SOFTWARE FOR A FULL REFUND OR IF THE SOFTWARE IS SUPPLIED AS PART OF ANOTHER VIDYO PRODUCT YOU MAY RETURN THE ENTIRE PRODUCT FOR A FULL REFUND YOUR RIGHT TO RETURN AND REFUND EXPIRES 30 DAYS AFTER YOUR RECEIPT OF THE SOFTWARE FROM VIDYO a OR AN AUTHORIZED VIDYO RESELLER AND APPLIES ONLY IF WW ACE THE Mola CAM ISCO OICGCCOCHUACCO As with the Windows installation if you are installing VidyoDesktop for the first time you will be prompted to read and accept the licensing agreement Click the Agree button to continue the installation When the installation is com plete you see the following message Click OK to confirm installation of the VidyoDesktop Installation or upgrade of VidyoDesktop completed successfully When the VidyoDesktop is installed for Macintosh the Vidyo icon appears in the dock Double clicking the VidyoDesktop icon is the shortcut to the VidyoPortal home page Right c
16. IN and if so what the PIN will be KOOPMAN IT Definitions GROUPS Users Public Meeting Rooms and VidyoRoom Users belong to a provision ing Group Upon creating a User Or VidyoRoom account a personal room is automatically generated Such groups are managed by users with Administrative rights The configurable attributes include the maximum number of participants and maximum bandwidth for the Conference Room The values for maximum users and bandwidth apply to groups and all meeting rooms inherit those values when they are created for a group All personal and public rooms can have different values for the maximum number of participants only by changing the group they belong to The bandwidth limitation is per user so changing the group a user belongs to might also affect their bandwidth limitation and the maximum number of participants that can be in their room A default Group is set up with the system It can be modified but not removed The default group has the following factory configuration Maximum Number of Participants 10 Maximum Receive Bandwidth Per User Kbps 10000 Maximum Transmit Bandwidth Per User Kbps 10000 Note The bandwidth limitation applies to the user so two users can have dif ferent limitations while participating in the same conference The maximum number of participants is limited according to the room the meeting is held in so this applies to all users in a meetin
17. KOOPMAN IT Vidyo VidyoPortal and Personal Telepresence Vi dyo Des kto p User Gu l d e Version 2 0 4 KOOPMAN IT Table of Contents 1 Document Overview 2 Minimum Optimum Requirements Logging In 9 Installing the VidyoDesktop Software 14 Overview of the VidyoPortal Home Page 19 Using the VidyoDesktop During a Meeting 39 Controlling Your Meeting in the VidyoPortal 42 Settings 48 Logging Out 49 Outlook Plug In Appendix D4 Microsoft Office Communicator Plug In Appendix 56 Microsoft Office Communicator Plug in Admin Setup 5 Inviting Participants from the Office Communicator 2010 Vidyo Inc All rights reserved Vidyo VidyoTechnology VidyoConferencing VidyoRouter VidyoPortal VidyoGateway VidyoRoom and VidyoDesktop are trademarks of Vidyo Inc All other trademarks are the property of their respective owners All specifications subject to change without notice sys tem specifics may vary All images are for representational purposes only actual products may differ Vidyo products are covered by U S Pat Nos 7 593 032 B3 and 7 643 560 as well as additional International patents or pending U S or International patent applications owned by Vidyo Inc Welcome to Vidyo Video conferencing solutions that just work Simply Intuitively Reliably Inexpensively From anywhere KOOPMAN IT Document Overview The VidyoPortal is a Web based environment you can use to manage the VidyoCo
18. Link to VidyoConkorencing Close Attendees ES Assistant Categorize 9 Record AcHONS iho Options Proofing Business C vidyo Subject Location Start time Wed 4 14 2010 130 PRA All day event End time Wed 4 14 2010 200 PM Please join my meeting by clicking this link http yourportal com flex html roomdirect html amp key gt G9vhQuw l Pit To join my conference from a land line please dial Italy 39 555 1000 France 433 353 1000 Spain wa At the IVR enter the my Extension 8734 Greetings from CK Edit the text as necessary and add the recipient s you want to invite to your meeting A recipient of the message clicks the link to join your meeting The link prompts a registered user to log into the VidyoPortal and join the meeting It enables a contact without a VidyoPortal account to join the meeting as a guest di D a KOOPMAN IT Microsoft Office Communicator Plug In Appendix The Vidyo Plug in for Microsoft Office Communicator is an optional addon that enables you to invite Communicator instant messaging contacts to a meeting in the your room Both registered VidyoPortal users and guest users can be invited to join a meeting This plug in works with 32 or 64 bit Windows XP Windows Vista or Windows 7 operating systems and Microsoft Office Communicator version R1 or R2 witha minimum licensing level of standard CAL Note Apple Macintosh users can be invited to mee
19. T Outlook Plug In Appendix From the Jools menu select Options to display the Options window Taske Change the appearance of messages and the way they are handled Customize the appearance of the Calendar V Default reminder 15 minutes e Calendar Options W Change the appearance of tasks Reminder time 8 00 AM E Task Options Contacts and Notes a default settings for _ journal and Search p Change the settings for indexing and search ubile Change the settings for mohile notification and messaging 6 10 KOOPMAN IT Outlook Plug In Appendix Select the VidyoConferencing tab lest Configuration Enter the following information Server The fully qualified URL for the VidyoPortal Example http yourvidyoportal com UserID The VidyoPortal login ID for the user Password The VidyoPortal password for the user Click the Apply button Click the Test Configuration button If the configuration is successful you see the following message Click OK then click OK in the Options window KOOPMAN IT Outlook Plug In Appendix Sending a Meeting Invitation in Outlook The Vidyo plug in for Outlook inserts the user s room URL into an Appointment or Meeting Request message along with the room PIN if one exists and boiler plate invitation text that can be edited as necessary If the user does not have a room URL
20. d with your account a success Screen appears and a link to change your password is emailed to you at the address you provided WITH LDAP AUTHENTICATION With LDAP authentication enabled the Forgot your password link on the VidyoPortal login page and the Change Password link on the My Account page are disabled Contact your system administrator to reset your password KOOPMAN IT Installing the VidyoDesktop Software After your first login you will need to install the VidyoDesktop software The VidyoDesktop runs locally on your computer and connects to your organization s VidyoPortal Upon logging in to the VidyoPortal the system detects whether or not you have the software installed and whether or not you have the latest version of the software If you do not have the VidyoDesktop installed you see the following web page after logging in h VidyoDesktop isn t running Install VidyoDesktop You are guided through a Series of screens to accept the licensing agreement and install the software If you are updating the VidyoDesktop to a new version rather than installing it for the first time you see the following screen a Vidyo i Update VidyoDesktop To install the VidyoDesktop click the nstall VidyoDesktop or Update VidyoDesktop button Your PC may offer you a choice of opening or saving the file or just saving the file You can open the file if given a choice to Otherwise save download the VidyoDe
21. e VidyoPortal login page Note The VidyoDesktop is still running You can quit the VidyoDesktop by right clicking the task bar icon and selecting Quit Informational Links and Invite by Email The links at the bottom right corner of the home page provide the following functionality 19 Invite by Email A link that launches your default email program and creates a message to invite one or more users to join a meeting The email contains editable text and the link to your meeting room It also contains an extension to call into a VidyoConference by phone and the PIN to use if you have chosen to require one This option requires VidyoVoice or advanced VidyoGateway PBX configuration Note If you are using an Asian language and Microsoft Outlook perform the following steps in Outlook for the invite text to appear properly 1 Select Options from the Tools menu 2 Select the Mail Format tab 3 Select International Options 4 Select Enable UTF 8 support for mailto protocol if it is not selected Help Displays the VidyoPortal User Guide in a new browser tab or window About Us Displays information about Vidyo Inc and its videoconferenc ing technology This information can be edited by an administrator Contact Us Information about contacting Vidyo Inc by phone fax and email This information can be edited by an administrator KOOPMAN IT Using the VidyoDesktop During a Meeting Terms of Service Dis
22. e refer to the separate Quick Guest Guide for more details VOICE ONLY CALLS Registered and guest users can participate in a VidyoConference by phone Your MyRoom settings page provides a phone number to join your room as do the Control Meeting page and the home page when you select My Room Also when you invite a participant by email the phone number and extension appear in the invitation message When a participant joins a conference by phone their phone number appears in the list of participants in the VidyoPortal home page and in the VidyoDesktop even when the participant doesn t broadcast their phone number MEETING ROOMS Meeting rooms are virtual rooms where users of the Vidyo system can gather for Vidyo conferences There are two types of meeting rooms Personal Each user is automatically assigned his or her own personal room This is the equivalent of a personal office in the physical world Public Common public spaces may also be created by the operator and administrator only Think of these as the equivalent of conference rooms in the physical world Meeting rooms of either type include the following configuration options Locked Unlocked A locked meeting room can have no new entrants PIN Protected A PIN protected room requires everyone who wishes to join the room to enter the specified PIN Code in order to be admitted The person who Sets up the meeting can decide whether or not to require a P
23. eel seinen ee ta View Contact Card Alt Enter Copy Tag for Status Change Alerts Change Level of Access A VidyoConference with the selected participants begins 58 KOOPMAN IT Inviting Participants from the Office Communicator For a user not logged into the portal or in another conference and a contact without a VidyoPortal account a Communicator IM message is sent that includes your room link T Allen Bigsby Atom Ant Allen Rigshy 3 04 PM Allen Bigsby would like to invite you to a conference Please click on the following link to join http tenantl providerdomain comyportal index php action roomdirect amp conf N8mLULkgtuyeb Starting VidyoConference Clicking the link Prompts a user to log into the VidyoPortal and join the meeting Enables a contact without a VidyoPortal account to join the meeting as a guest 59 60 KOOPMAN IT VidyoConferencing Notes When a user enters a conference their Communicator status changes to Busy A meeting scheduled in the Outlook Calendar for the same time overrides this status You control a conference in the Control Meeting page of the VidyoPortal See the VidyoPortal User s Guide for information Removing someone from a Communicator chat does not remove them from the VidyoConference You must do this in the Control Meeting page of the VidyoPortal Ending a meeting can only be done by closing the Vidy
24. een configured to use SSL you see a small lock icon in the lower right corner of the screen as shown below 40 Global Meeting Controls Meeting Participants Join Room button Invite Guest button ao Oo g A KOOPMAN IT Controlling Your Meeting in the VidyoPortal Join Room No participants You control your own meeting in the VidyoPortal by clicking the Control Meeting link in the top right corner of the home Page The Control Meeting page enables you to manage the meeting and its participants invite new participants and disconnect current ones The Control Meeting page also displays a phone number and extension to enable guest users to connect to a meeting by phone The Control Meeting page contains the following A list of currently connected participants and their statuses A list of participants who are not currently connected because they have not yet joined or they have been disconnected from the meeting and their statuses Global controls action icons for a meeting Participant controls action icons If your system administrator has given you more than one room you will be able to select the name of the room to use from a list Note Admin and Operator can control every meeting they participate di rectly from this portal No need to access the Admin portal Global Meeting Controls The Control Meeting page provides the following global controls for a meeting Add Participants Displays the
25. for them to invite users themselves Installing the Outlook Plug In To install the Outlook Plug In 1 2i 4 49 Close all Microsoft Office applications Download the appropriate Outlook plug in from the download section of the web site at www vidyo com Run the install wizard and install the Outlook plug in You are prompted to accept the license and install the plug in Respond to each prompt until the plug in is successfully installed O Vidyo Conferencing Outlook Plug in 2 0 1 Setup For the following components Microsoft Visual Studiv 2005 Tools for Office Second Edition runtime Please read the following license agreement Press the page down key to see the rest of lhe agreement MICROSOFT SOFTWARE LICENSE TERMS IEZ MICROSOF T VISUAL STUDIO 2005 TOOLS FOR THE MICROSOF I OFFICE SYSTEM RUNTIME These license terms are an agreement between Microsoft Corporation or based on where you live onc ofits affiliates and you Please read them They apply to the software named above which includes the media on which you received it fany The terms also apply to any Microsoft updates supplements Intemetbased services and B View EULA tor pnnting Do you accept the terms of the pending License Agreement Ifyou choose Don t Accept install will close To install you musl accept this agreement Launch Microsoft Outlook 5 50 KOOPMAN I
26. free space on HDD Recommended Configuration Encodes HD and Decodes up to HD Core 2 Duo 2 8GHz or better with DDR3 memory Core 2 Quad with DDR2 or DDR3 memory 17 based system Recommended WebCams Creative Live Cam Socialize HD Encodes up to HD Logitech Webcam Pro C910 Encodes up to HD Logitech Webcam C510 Encodes up to HD Logitech Webcam C310 Encodes up to HD Logitech Webcam Pro 9000 Encodes up to HD Logitech Webcam C600 Encodes up to HD Logitech Webcam C905 Encodes up to HD Logitech QuickCam Pro 9000 Logitech QuickCam Pro for Notebooks Microsoft Lifecam VX 6000 Microsoft Lifecam HD 6000 Encodes up to HD Microsoft Lifecam HD 5000 Encodes up to HD KOOPMAN IT Minimum Optimum Requirements Recommended USB Headset or Echo Cancelling Speakerphones Logitech USB ClearChat headset series Plantronics USB headsets Plantronics P420 speakerphone ClearOne Chat 50 or Chat 150 speakerphone Phoenix Duet speakerphone Revo Labs Solo KOOPMAN IT A PIN Code is a 3 to 10 digit number that meeting participants must enter before being admitted to the meeting room It can be set and changed by the admin and user Definitions As a new Vidyo user it is helpful to have a basic understanding of the following terms that are used throughout this document MULTI TENANT TERMINOLOGY A single VidyoPortal can serve multiple unrelated organizations like having an office in an off
27. g DIRECT CALL POINT TO POINT You may directly call a specific user in a direct call A direct call involves just two users no additional users can join When you call a meeting room and there are just two of you in the room it is similar to being in a direct call The difference with calling a meeting room is that others can potentially join you in the meet ing This is not so in a direct call Note When you are in a call you cannot attend a meeting or place another call until you end your current call MEETING CONFERENCE A meeting is an audio and video connection of a meeting room with two or more users interacting and sharing their video streams presentations eS 0 amp lo te 9 KOOPMAN IT Logging In MEETING ROOM STATUS Each meeting room has a status icon that indicates whether it is available for you to join In addition a room may require a PIN number to gain access When you cannot join a room the Join Room button is inactive There are five room statuses Empty The room has no one in it and you can join it The Join Room button is active Full The room is fully occupied and cannot accept more participants The Join Room button is inactive Locked The room is locked and you cannot join it The Join Room button is inactive Occupied The room is occupied but additional participants can join it The Join Room button is active PIN Protected You must enter a PIN number
28. ges Preferred mode is also automatically activated when a participant shares an application You may also stretch and resize the VidyoDesktop window to change the size and presentation of the layout KOOPMAN IT Using the VidyoDesktop During a Meeting Note 25 In a Direct Call Point to Point the range of screens will be 0 3 since you can turn on Self View and and you can also share what an application on your computer is displaying In a Multipoint call the maximum number of displayed participants might be lower than 8 even if there are more than 8 remote participants if there isn t enough available network bandwidth The number of displayed screens can total up to 10 if you are using Self View and viewing a document share You can display a thumbnail image of yourself in the lower right corner of the screen by clicking the Self View button once Click a second time to view yourself and the other participant Click a third time to view only the other participant Remember while the default is to always start in the Picture in Picture style of the Self View mode if you d prefer not to just make sure you turn it off before you end a call or conference and VidyoDesktop will remember that Self View was off and start with it off next time KOOPMAN IT Using the VidyoDesktop During a Meeting Full Screen Clicking on the Full Screen buton toggles the screen between sizing the window to utilize the entire sc
29. he shared screen i e view it as a Separate window and re dock the shared screen i e snap it back into the main VidyoDesktop window by double clicking the contents of the applica tion window 27 KOOPMAN IT Using the VidyoDesktop During a Meeting DOCKED Vidyo VidyoPortal and VidyoDesktop User Guide VidyoPartal and VidyoDesktap User Guide 28 KOOPMAN IT Using the VidyoDesktop During a Meeting cH Toggle Many participants may share what s on their computer screens like a PowerPoint slide a spreadsheet a Web page and So on but you can view only one shared screen at a time When shared applications are available from mul tiple participants the Toggle button turns green indicating a share is available You may toggle between multiple applications using the Toggle button Click the button to cycle through the available shares When you click the button you ll see a list of the people who are currently shar ing their screens and you can choose the person whose share you want to view If you are sharing your screen you ll see your own name on the list as well Click the drop down arrow to select a specific share from all available shared ap plications including yours The first option in the drop down is always None Selecting None means that you will not see any shared applications in the VidyoDesktop window 29 KOOPMAN IT Using the VidyoDesktop During a Meeting
30. hem in the Username and Password fields To manually set Web proxy settings select the Manual radio button and enter your IP address port user name and pass word settings You may also have noticed that this screen contains a checkbox labeled Validate Server Certificate This is a technical setting that you should not change unless directed to by your system administrator or other technical support person Another item in the same class is the Media Port range Don t change it unless directed to by your system administrator or other technical support person 36 Echo Cancellation KOOPMAN IT Using the VidyoDesktop During a Meeting DEVICES Speaker Speakers Logitech USB Headset Recommended Independent R T C lleadphones IDT Iligh Definition Audio CODEC Speakers Headphones 101 High Definition Audio CODEC Ccho Cancellation Microphone _ Microphone Gain Control Microphone Array IDT High Definition Audio CODEC Stereo Mix IDT High Definition Audio CODEC Microphone Line In IDT High Definition Audio CODEC Microphone VidyoNeskton Media Player Microphone Microphone Logitech USB Headset Recommended Camera Integrated Webcam VidyoDesktop Media Player Webcam This tab shows the available playback record and camera devices associated with your personal computer If a new audio or video device is detected prior to a call this window automatically appears to enable you to
31. ice building or one organization might divide its departments or geographical locations into sections Both types of sections are called ten ants The following terms apply only if you are a multi tenant user Tenant Your organization selection of users or a user segment Tenant Name Simple identifier within the system and among other tenants Tenant URL The tenant s URL is the URL FQDN full qualified domain name that tenants use to access their virtual portals DESTINATIONS Places where you may interact with the VidyoConferencing System VidyoPortal This term has dual meanings We refer to the server that provides audio video communications services as the VidyoPortal But we also refer to the Web interface of the VidyoConferencing System asa VidyoPortal VidyoDesktop The Vidyo software client program running on your local computer enabling you place direct calls and to participate in conferences There are VidyoDesktop versions for Window Macintosh and certain types of Linux VidyoRoom The dedicated Vidyo endpoint appliance for use in a physical conference room USERS Anyone who uses the system There are five types of users Super Admin Has administrative privileges and is responsible for general portal configuration including network settings components configuration maintenance backup and upgrades tenant configuration and global set tings In a multi tenant
32. licking the icon allows you to place a call same as double clicking on the icon it s a shortcut to the VidyoPortal home page start a meeting e g join your own meeting room or jump to configuration settings 13 KOOPMAN IT Overview of the VidyoPortal Home Page VidyoDesktop Updates As new releases of the VidyoDesktop are issued your admin may make them available to your organization Each time you log into the VidyoPortal it checks if the version on your computer is current and prompts you to download and install the latest version if it isn t Note Your personal security firewall protection software may prompt you to allow deny running the Vidyo software Make sure you select allow as part of the software installation If you stay logged into your VidyoPortal for long periods of time or log in and out via the VidyoDesktop rather than the VidyoPortal login page the VidyoConferencing system can still alert you to a new version of the VidyoDesktop when it becomes available Windows only Periodically it checks to see if a new version is available When one is it prompts you to upgrade VidyoDeskiop Software Update An update of the VidyoDesktop software is required If you are not in a VidyoConference click the Update Now button If you are con ferencing when you see the alert click the Update Later button to be prompted again later When you update the VidyoDesktop it automatically closes and you see
33. n yours if they choose to G KOOPMAN IT Logging In Offline The user is not logged into the VidyoPortal The Call Direct button is inactive You cannot place a direct call to them but you can join their room depending on its status Legacy This is a legacy endpoint user type KOOPMAN IT Installing the VidyoDesktop Software To gain access to the VidyoPortal you must be assigned a user name and pass word by the administrator With this information in hand open a web browser and navigate to the VidyoPortal IP address or URL set by your administrator enter your user credentials and click the Login button Example of a portal IP http 192 168 1 100 Example of a portal URL http vidyo yourcompany com Language The VidyoConferencing System is available in eleven languages English German Japanese Spanish Italian Chinese French Portuguese Korean Finnish Polish Your admin sets the default system language but you can change languages in the VidyoPortal or the VidyoDesktop separately Forget Your Password If you forget your password you can click on the Forgot your password link on the login screen You will be taken to a new screen where you provide the e mail address associated with your account If you provide an incorrect e mail address you will receive an error message indicating your e mail address is in valid After submitting the valid e mail address associate
34. nd then click the Join Room button To join another contact s room search for a contact in the search field as described in Contact Search Field on page 15 or select a user from your My Contacts list and click the Join Room button NOTE The Join Room button is active only when the selected contact s room status allows their room to be joined e g the room is not full or locked The VidyoDesktop launches and takes you to the meeting room For details about using the VidyoDesktop software during a meeting see Using the VidyoDesktop During a Meeting on page 19 When you host a meeting in your own room you see a list of attendees on the right side of the home page under n My Room When you VidyoConference with users from other tenants you also see their tenant name VOICE ONLY CALLS A participant without access to a VidyoPortal as either a registered user or guest can join a conference in your room by phone The phone number and extension for calling into your room appear in the My Room settings page the Control Meeting page and the VidyoPortal home page when you select My Room The numbers also appear in the message sent when you invite a participant by email to attend a meeting For information see Global Meeting Controls on page 41 1A My Contacts My Room For external access to My Room dial 123 456 7850 extension 6734 voice only When a participant joins a conference by phone their phone number
35. nferencing system Because it is extremely straightforward and intuitive VidyoPortal enables all participants to easily initiate meetings via the Web from anywhere VidyoPortal s flexible interface features single click action buttons that take care of everything required to initiate a conference VidyoPortal can be accessed through a range of endpoints that run VidyoDesktop or VidyoRoom Also regardless of the endpoint system used VidyoPortal provides a consistent environment that s compatible with Internet Explorer Firefox and Chrome for Windows and Firefox and Safari for the Macintosh This guide describes the features of VidyoPortal You ll learn how to Initiate a meeting Joina meeting Place a direct point to point call to any user in the system Easily search for any user by typing in the search field Invite someone to a meeting Control a meeting Manage a personal contacts list My Contacts list Change settings Separate guides are available for the administrator portal and VidyoRoom KOOPMAN IT Minimum Optimum Requirements Supported OSes Windows XP Vista and Windows 7 Mac OS X 10 5 Leopard and later Intel CPUs only Minimum Configuration Encodes CIF and Decodes up to SD Windows XP SP2 Pentium 4 1Gb RAM 40 Mb free space on HDD Recommended Configuration Encodes SD and Decodes up to HD Windows XP SP2 Core 2 Duo 2Ghz 2Gb RAM 40 Mb
36. ngs You can use the options available under the Settings utility link on the VidyoPortal home page to configure personal settings Click the Settings link to display the kinds of options you can set Control Meeting Log out Utility Links Account Use to change your VidyoPortal password Click Change Password and enter your new password twice then click Save If you don t enter the same password each time you are prompted to re enter Leer Name Change Password 45 KOOPMAN IT Settings My Room Enables you to create change copy or delete the URL that links contacts to your room and to apply a security PIN personal identification number of 3 to 10 characters to your room A PIN prevents unauthorized contacts from accessing your room This page also displays the phone num ber necessary to join your conference room by telephone ATpUg viyo comto hom Peoria Rare my BG SAL To change a URL click Create New and click OK when prompted to con firm the change VidyoPortal automatically generates a new URL Note once you create a new URL the old one will no longer work Be sure to let the people with whom you communicate of your new URL To delete the URL click Remove and click OK when prompted to confirm the deletion To copy the URL click Copy Link Click Save when you are done To create a PIN enter it in the Room PIN field and click Save Anyone at tempting to join your room will be promp
37. oDesktop client or through the Control Meeting page in the VidyoPortal Conference participants can disconnect themselves from a meeting by clicking the VidyoDesktop Disconnect button You can drag participants from the main Communicator window contact list into a Communicator chat already in process to invite them to your meet ing or by right clicking the contact and selecting the VidyoConferencing command To invite a legacy system VidyoRoom or VidyoPortal user without a Communicator account use the nvite by Email command in the Control Meeting page of the VidyoPortal See the VidyoPortal User s Guide for information
38. one is automatically created The boiler plate invitation text is created by the VidyoConference administrator and can be modified For infor mation about creating a room invitation message see the VidyoConferencing Administrators Guide To send a meeting invitation 1 Create an Appointment or Meeting Request message The VidyoConferencing button appears at the far right side of the tool bar Add Ins w E E tus _ ft Recurrence G eg d D Time Zones f i Save amp Invite ppomtment Scheduling 4 15 minutes Spelling Link to VidyoConterenang Go e a Close Attendees 7 Assistant Ge Categorize 4 Retord Actions Options m Proofing Business C vidya Subject Localon Start ime Wed 4 14 2010 I3 PM All day event End time Wed 44 2010 Note If you do not see the VidyoConferencing button in the tool bar you have not finished configuring the Outlook plug in For information see Installing the Outlook Plug In on page 49 2 Click the VidyoConferencing button 52 53 Lip a KOOPMAN IT Outlook Plug In Appendix The room URL and room PIN if you have one appear in the body of the message along with standard boilerplate invitation text m oa D a 2 7 Untitled Appo 1 im a Appointment Insert FormatText Add Ins l F Tem 2 rE LEC j ja go po ce eme a agy a A p Timezones T Save amp Tnwite poin Scheduling ay 15 minutes Spelling
39. plays the Vidyo End User License Agreement includ ing Limited Warranty and Disclaimer of Warranty Convenience Features 20 Automatic Gain Control AGC Automatically adjusts the microphone volume so that the input audio reaches a certain target level When AGC is on the microphone level default value is set 50 percent of the mic s range except for the ClearOne Chat 50 for which it s set at 20 percent of range Far End Camera Control FECC Allows you to tilt and pan a remote camera in a VidyoRoom is that camera has been configured to allow FECC Picture in Picture Self View Is now the default mode for conference calls but the system remembers which mode were in when you finished your last call and starts the way you left it In addition to Picture in Picture Self View can display your image side by side with the person with whom you re in a direct call or in a conference your image and the images of the other participants can be of equal size on the screen Lock the Toolbar in Full Screen Mode This Windows only feature displays the Toolbar at the top of the screen even when you choose to go into Full Screen mode Select the Options button in the Configuration and Status window and select Full Screen Always Display Toolbar checkbox Start Conference in Full Screen Mode Select the Options button in the Configuration and Status window and select Full Screen Start Conference in Full screen When you are
40. r authenti cation A VidyoProxy address is typically provided by the server if the server is config ured to support NAT and firewall traversal If a VidyoProxy address is available to the VidyoDesktop the VidyoDesktop first tries to connect directly to the server If that fails it retries using the VidyoProxy as mediator and traversing the firewall NAT on specific TCP ports 34 KOOPMAN IT Using the VidyoDesktop During a Meeting Selecting Always use VidyoProxy forces the VidyoDesktop client to use the VidyoProxy if one is available If set and if the VidyoDesktop finds a VidyoProxy address it immediately tries to use it without first trying to connect directly Network Home Server Midin2super dermo2 vidyu curr Home Server Port 17992 Media Port Range 50000 iy 92989 Validate Server Certificate Vidyorroxy Always use VidyoPromy Vidyorroxy Address 9 Automatic m Manual web Proxy E Try connecting through web proxy Use settings from Internet Explorer Address Username Manual Address User rare Fasswurd The VidyoProxy can be used as fallback mechanism in case direct access to the server is not available By default the VidyoProxy is used if a direct connection cannot be established Do not change this setting unless advised by your Vidyo administrator If the server is configured to support NAT and firewall traversal a VidyoProxy address is provided by the server To manually set the Vid
41. reen W Always Display Toolbar Checkboxes are available to start the VidyoDesktop when Windows starts auto answer incoming calls play a tone when a participant joins or leaves a meeting and start conferences in full screen mode You can also choose to display the Toolbar in full screen mode 39 KOOPMAN IT Controlling Your Meeting in the VidyoPortal The VidyoConferencing System is available in eleven languages English German Japanese Spanish Italian Chinese French Portuguese Korean Finnish Polish The VidyoDesktop inherits the default language set in the VidyoPortal To change the language for the VidyoDesktop select your preferred language from the list and click Save Changes take effect immediately and do not affect the language specified in the VidyoPortal When you restart your VidyoDesktop the language returns to the default language set in the VidyoPortal Note if you re seeing small boxes instead of understandable text you don t have the necessary foreign language font on your machine ABOUT Lists the version of the software installed on your machine and copyright and patent notices affa Disconnect Choose the disconnect icon to end your session SSL Security Your administrator can configure VidyoDesktop to run in secure SSL mode This secure method of connecting prevents unauthorized persons from electroni cally eavesdropping on your VidyoConferences If your VidyoDesktop has b
42. reen real estate and restoring the window to the previous size When in Full Screen mode the toolbar is hidden unless you mouse over the screen Mac users will see the application maximized Tip To more easily view shared presentations and documents on screen set your layout to preferred mode or to o zero You ll see only the shared application KOOPMAN IT Using the VidyoDesktop During a Meeting gt Share Screen Participants can share applications on their computers by clicking the Share button Clicking the button itself toggles between sharing and stopping the share Click the drop down arrow to select from the open applications on your local machine to share with other meeting participants You can also choose to share your entire desktop by selecting your display from the share list Windows only When you first share an application or screen the VidyoDesktop shrinks to enable you to view the shared application You can resize the VidyoDesktop as desired You can see the screen with your shared application by clicking the Toggle button next to the Share button and choosing your name from the list If you choose not to view your shared application you know you are sharing because the Share icon is green Pe Vidya When another participant is sharing an application it will show on the VidyoDesktop window When layout is set to Preferred mode the shared application appears largest You may undock t
43. s the default However if you turn picture in picture off during a call or conference and leave it off when you conclude the call VidyoDesktop will not open up in PIP mode In other words it remembers your setting from your last call If you have selected Start Conference in Full screen in the Configuration and Status window under Options you ll start in full screen You can resize it and change display modes to create an optimal viewing experi ence The toolbar across the top of the window features button controls Some buttons allow you to toggle between actions and others have drop down ar rows beside to offer more options An introduction to the VidyoDesktop toolbar buttons follows 9 Vidyo EX KOOPMAN IT Using the VidyoDesktop During a Meeting Layout A single VidyoConference can host up to 100 participants however no more than eight remote parties can be displayed at once the last active speakers based on their voice activity Each user can control their personal layout choosing a lower number overrid ing the default Auto mode by clicking on the drop down menu and selecting a number in the 0 8 range when o is selected none of the participants will be displayed Clicking on the Layout icon itself changes the screen to Preferred mode in which the person who is speaking has the largest screen real estate In Preferred mode the participant shown in the largest screen area changes as the active speaker chan
44. select a new device You can also display this window to make a change to your audio or video de vice while a call is in progress The change will take place immediately without having to restart the VidyoDesktop Available devices are shown onscreen with notes designating those that are recommended Echo Cancellation If you use a non echo canceling audio device you are still able to achieve a good audio experience with the VidyoDesktop by using the echo cancellation feature Echo cancellation is turned off when you use a Vidyo recommended audio device because recommended devices have echo cancel lation built in When you use an audio device that is not recommended echo cancellation is automatically enabled You can disable it if you wish To enable this option select the Echo Cancellation checkbox To cancel it deselect the checkbox 37 KOOPMAN IT Using the VidyoDesktop During a Meeting Note If using a recommended audio device while both mic and speaker carry the same name the echo cancelation will be turned off automatically VIDEO Video Preferences i Best Quality recommended Best Frame rate Best Resolution Limited Bandwidth Advanced m S40ps0 720p15 i fZ0ps0 This tab this applies to the camera configuration and determines how the VidyoDesktop software performs encoding Best Quality Recommend for best user experience Best Frame Rate Allows encoding software
45. sername i Sign out Signs you out of the VidyoPortal you ve been using but keeps the VidyoDesktop program open To resume VidyoConferencing you must sign in again This is different from signing out in the VidyoPortal home page which allows you to start a conference with the VidyoDesktop without logging in again Configuration Opens the VidyoDesktop configuration window to change settings For information see Far End Camera Control FECC on page 33 Quit Closes the VidyoDesktop program Note We re continually improving the VidyoDesktop program When we do make an improvement we make it available to our customers right away If your system administrator adds the latest version to your system when you start VidyoDesktop you may see a notification box that you that you need to upgrade the VidyoDesktop software You won t be able to sign in until you allow the upgrade It takes only a few moments and you don t have to restart your computer when it s done You may also see the up grade notice when you re in the middle of a direct call or conference In that case you can postpone the upgrade until after you re finished KOOPMAN IT Using the VidyoDesktop During a Meeting Overview of the VidyoDesktop Window and Toolbar The VidyoDesktop window first opens in Picture in Picture mode PiP as shown above Picture in Picture mode displays your image as a thumbnail in the lower right corner This i
46. sktop installation file Save the file to a convenient 10 KOOPMAN IT Installing the VidyoDesktop Software place like your Desktop and launch the VidyoDesktop Setup application Until the installation process completes the installation web page remains open When the installation or upgrade is finished you are taken to the VidyoPortal home page The following screens demonstrate the Windows and Macintosh screens that you see during the VidyoDesktop installation process WINDOWS INSTALLATION PM VidyoDesktop Setup ssl Welcome to the VidyoDesktop Setup Setup will guide you through the installation of VidyoDesktop Itis recommended that you cose all other applications before starting Setup This will make it possible to update relevant system files without having to reboot your computer Click Next to continue The installer guides you through the installation process screen by screen which takes just a few minutes If this is the first time you re installing VidyoDesktop you will first be prompted to read and accept the licensing agree ment Click the Agree button and complete the remaining installation steps 11 KOOPMAN IT Installing the VidyoDesktop Software VidyoDesktop Setup Please review the license terms before installing VidyoDesktop Press Page Down to see the rest of the agreement Terms of Use Vidyo End User License Agreement induding Limited Warranty and Disclaimer of Warranty
47. system has full administrative privileges above the tenant admin and all regular tenant admin rights Admin Tenant Admin Has administrative privileges Can add delete manage users set up public rooms and set up groups define maximum participants and bandwidth for users Operator Can manage meeting rooms and normal users Normal Can join meetings control own meeting and place direct calls Can change own password set own PIN code and more This guide is KOOPMAN IT Definitions targeted toward such end users VidyoRoom The dedicated Vidyo endpoint appliance Has the same rights as a normal user Legacy A device such as an ordinary telephone or a conferencing system that uses traditional H 323 and SIP based videoconferencing solutions A legacy device has no personal room The administrator of your system may enable you to invite guest users Guest users are users you can invite to a meeting but who are not registered with the system You invite a guest user in the Control Meeting page by sending them your room URL the link to your personal room The guest user follows the link downloads the software if they haven t before from that machine then enters their name to join the meeting You can change your room URL in the Settings My Room page Guest users have only the ability to join a conference They do not have the abil ity to log in to the system or receive incoming calls Pleas
48. t Office Communicator Plug in Admin Setup Office Communicator sign in IDs and VidyoPortal user names must match exactly If you are starting with a fresh VidyoPortal installation you can use the bulk user import utility in the VidyoPortal to import Active Directory user IDs into the VidyoPortal database However if you do this the Active Directory user IDs must match the Communicator sign in IDs For information about importing Active Directory user IDs into the VidyoPortal see the VidyoConferencing Administrators Guide Note Synchronizing passwords is not currently supported Clickable URLs Set Office Communicator server options for IM filtering to enable clickable links in IM sessions This enables users not logged into their Vidyo accounts and guest users to easily join a VidyoConference If these options are not set on the Communicator server the links are sent as plain text links that cannot be clicked For more information refer to the Microsoft Office Communications Server 2007 Administration Guide in the section on how to disable URL filtering in IM mes sage Download the guide at http www microsoft com downloads details aspx FamilyID CB7DC2DE 4504 484E 9229 BD8614BE0633 amp displaylang en 56 KOOPMAN IT Inviting Participants from the Office Communicator To invite participants to a meeting from the Office Communicator 1 After you ve logged into the VidyoPortal log into the Office Communicator Your Comm
49. ted to enter a PIN Language Use to select the language you want VidyoPortal to display Click to select a language and click Save wy Vidyo E Hitt a a Poski EE save Cancel 46 KOOPMAN IT Settings Note Language settings in the VidyoPortal do not affect the VidyoDesktop and vice versa E Vidyo Account My Roar fi Language C Vidyo This predict is ceed by U S Pat Hos 7 583 017 BS and 743 560 as well a6 additional Intemational patents or pending U S ed Iniemational patent apgdkcations paned by Vide lee 47 KOOPMAN IT Logging Out To sign out of the VidyoPort Click the Log out button You are prompted to con firm that want to log out Click OK Are you sure you want to log out Note Logging out of the VidyoPortal does not take you offline You are still on line and can receive incoming calls 48 KOOPMAN IT Outlook Plug In Appendix The Vidyo plug in for Outlook 2003 and 2007 installs a button on the Microsoft Outlook tool bar that adds your VidyoConference room URL PIN and boiler plate invitation text to Appointment and Meeting Request messages A recipient of the message can join your conference room as either a registered user or guest These plug ins work with 32 or 64 bit Windows XP Windows Vista and Windows 7 operating systems Note Apple Macintosh users can be invited to meetings via Outlook but there is no plug in available
50. the following progress bar while the usual update process occurs Upgrading and Restarting When the update is finished the VidyoDesktop automatically restarts and you can resume VidyoConferencing Contact Search field My Contacts Search Results Join Room button Call Direct button My History tab Add Delete Contact Utility Links User Name Status HONDO oo go Informational Links Invite by Email iA My Contacts Contact Suggestions List KOOPMAN IT Overview of the VidyoPortal Home Page From the VidyoPortal home Page you can join a meeting invite people to join your room and place a direct point to point call to another VidyoPortal user The VidyoPortal home Page enables you to search for users and meeting rooms view other users status personal status and room status control a meeting you host in your own room and set up a MyContacts list for easy access You can also choose settings that determine the language the VidyoPortal displays configure other options and log out of VidyoPortal Select from list or Enter name to call Actions You Can Take in the VidyoPortal Home Page Contact Search Field You start by searching for a user or public meeting room in the contact search field You can Search by name first last initials or by extension When you find the user you are searching for you can call them direct or join their room if they are available If you type an asterisk a list
51. tings via Office Communicator but there is no plug in available for them to invite users Prerequisites To perform the setup described in this document your organization must first purchase Microsoft Office Communicator and the Vidyo plug in To purchase the Vidyo Office Communicator Plug in contact your Vidyo sales representative at 1 866 99 VIDYO 1 866 998 4396 Information regarding Microsoft Office Communicator 2007 including product overview system requirements and purchasing information can be found online at http office microsoft com en us communicator de fault aspx 54 KOOPMAN IT Installing the Microsoft Office Communicator Plug in To install the Microsoft Office Vidyo Office Communicator Plug in 1 Shut down the Communicator client by right clicking the green Communicator icon in the system tray and selecting Exit Sign Out Open Exit 2 Double click the Vidyo Office Communicator Plug in installer exe file included in the downloaded zip file and follow the directions on screen The installer is labeled as ClientMOCIntInstaller win32 TAG_VD_ lt X_X_XXX gt exe where lt X_X_XXX gt is the version of the installer Vidyo Plug In for Microsoft Office Communicator Setup al mj fx Welcome to the Vidyo Plug In for Microsoft Office Communicator Setup Please verify that the Microsoft Office Communicator cient has been exited before proceeding 55 KOOPMAN IT Microsof
52. tion settings at any time by right clicking the VidyoDesktop taskbar icon and choosing Configuration from the pop up menu All changes take place immediately STATUS This tab indicates if you are in a conference with whom and your current band width It also features a display of any alarms which may include High CPU utilization limits quality of conference CPU utilization has been elevated for an extended period of time You should try quitting applica tions other than VidyoDesktop If the problem persists If using a camera with a USB connection make sure the camera is plugged directly into the computer If using a notebook verify that power management is not set for low CPU performance Make sure the camera is being used with the latest drivers available for it Make sure that your computer meets the minimum or recommended configuration for running the VidyoDesktop ATTENDEES This tab shows a list of participants in conference Note if you re seeing small boxes instead of understandable font the user s name is written in a foreign language font not supported by your machine NETWORK The VidyoProxy section is used to configure the VidyoDesktop to operate behind firewalls NATs and Web proxies that limit traffic to specific ports and protocols commonly port 80 for HTTP and port 443 for HTTPS This tab shows the home server and port used Note The VidyoDesktop supports basic and NTLM NT LAN Manage
53. to join the room The Join Room button is active The PIN for the conference is in an emailed invitation the room s owner sent you USER STATUS A user s status determines whether you can place a direct call to them join their room or invite them to attend a meeting There are eight user statuses Available The user is available for a direct call to join a room and to be invited to attend a meeting The Call Direct button is active Busy The user is busy and you cannot contact them with a direct call or invite them to join your room You can join their room if it is available not full or locked The Call Direct button is inactive In room The user is in their own room You cannot call them directly and therefore the Call Direct button is inactive You can join their room if it is available They can leave their room and join yours if they choose to In room room full The user is in their own room and the room is full You cannot call them directly or join their room They can leave their room and join yours if they choose to In room room locked The user is in their own room and the room is locked You cannot call them directly or join their room They can leave their room and join yours if they choose to In a PIN protected room The user is in their own room and the room is PIN protected You cannot call them directly but you can join their room if you have their PIN code They can leave their room and joi
54. unicator sign in ID is the same as your VidyoPortal user name case sensitive Your password may or may not be the same contact your system administrator for information Note Being logged into Communicator does not automatically log you into your VidyoPortal account Office Communicator Welcome fo Microsoft Office Communica tor oz Sign in address abigsby Gvidyo com Change your ayit address User name Examples Password domain Wsername enmenne Dewample com a F e Sign in an Available You see a list of Communicator contacts Allen Bigsby Pepe a nore 4 Recent Contacts Atom Ant Busy Sandy Smith Inactive _ Thomas Davi Offline _ Carrie Anderson Offline 4 All Contacts en DE Ti Atom ANT BUSY mi y Sandy Smith Inactive _ Atom PC Offline _ Carrie Anderson Offline _ Charles Howell Offline _ Thomas Davi Offline Busy KOOPMAN IT Inviting Participants from the Office Communicator 2 Type a name in the user bar and add it to the chat list Add as many contacts as necessary 3 Select participants from the list of added contacts Shift click or Control click to select multiple participants Note You can also select participants from an open conversation session window 4 To start the VidyoConference right click the selected contacts and choose the VidyoConferencing command Hi Ator Call H Send an E Mail Message i Send a File Riel Seer h
55. yoProxy address and override the server provided address and port set the VidyoProxy to Manual and enter the IP address and port number If your network requires the traversal of a Web proxy set the Use Web Proxy op tion To access the server through a Web proxy the VidyoProxy must be used 35 KOOPMAN IT Using the VidyoDesktop During a Meeting You can also select the checkbox for web proxy auto detect Try connecting through web proxy This enables the VidyoDesktop to auto connect to the server through the Web proxy if necessary If the Web proxy is not necessary it is used when Setting up the connection to the server This may be useful for traveling users or users who conference from both office and home Network Home Server 192 108 1 100 Home Server Port 17992 Media Port Range sanan ay 85535 M Validate Server Certificate VidyoProxy Always use VidyorProxy VidynProxy Address W Automatic E Manual Web Proxy 1 Connect Using Weh Proxy Use settings from Internet Explorer Address Username Manual Address Username To use the Web proxy settings configured for the Internet Explorer Web browser on your Windows machine select the Use Settings from Internet Explorer radio button On Mac OS X Web proxy settings are retrieved from your network interface settings To use these settings select the Automatic radio button If your Web proxy requires a user name and a password manually enter t
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