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VidyoPortal and VidyDesktop User Guide, Version 2.2-A

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1. Biz E Pie ei e The participants cannot unmute themselves Only the room owner or an Administrator can unmute all participants If participants click the Microphone button to try to unmute them selves the button changes to this After the room owner or system Administrator has unmuted all participants their buttons will remain reddened but when they click the button they ll be unmuted To mute and unmute individual participants see the Using the Participant Controls section pages7 Unmute All Allows participants to unmute themselves Silence All Similar to the Mute All button but individual users can unsilence themselves The microphone button looks like this Users can unsilence themselves by clicking the button Legacy devices can t be silenced Remove All Disconnects all participants and removes them from both the Connected and Not Connected lists Locking and Unlocking a Room The Lock Room and Unlock Room buttons enable you to do the following Lock Room This icon means your room is locked and participants cannot join the room You can lock your room even if you don t currently have a meeting in it Ifyou click the button it will change to the one shown below and the room will be unlocked Unlock Room This icon means your room is unlocked and participants can join the room If you click the button it will change to the one shown above and the room will be locked You can al
2. This is also the screen you ll see when another user invites you to a direct call 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 itis similar to being in a direct call The difference is that others can potentially join you in the meeting A direct call is always only between two people Placing an Inter Portal Communication IPC Call In the past you could not join a conference with someone who was on a different VidyoPortal however with the Inter Portal Communication IPC feature now you can IPC is built into all Vidyo systems running VidyoPortal version 2 2 or later You can also use IPC with version 1 1 and later of VidyoMobile for iOS and VidyoMobile for Android as long as you re also using VidyoPortal version 2 2 or later 25 5 Using the VidyoPortal Home Page Your organization has the choice of enabling or disabling IPC If it s enabled you ll be notified Not only can IPC be enabled but it can be based on an Allowed List or a Blocked List In other contexts you may have heard the terms whitelist and blacklist The lists in IPC are sort of like these Your Administra tor must determine if your organization will use an Allowed List or Blocked List Here s the difference With an Allowed List you cannot communicate with any other Vidyo system unless it s in the list m With a Blocked List you can comm
3. Select the Input tab 8 Using VidyoDesktop for Linux There s a slide control for Input volume a drop down menu for Connector as well as an Input level indicator Below this are radio buttons for selecting a device for sound output As mentioned be fore these settings need to be modified only if using Internal Audio USB devices even though they might be shown here will be configured with VidyoDesktop Outputvatume tH MO mae Sound effects Hardware Input output Applications input volume 1 mme W O mte pti Bae comertor Microphone 3 Microphone r literal audio Analog ereo Tose Ensure that the Mute checkbox is not selected Adjust the Input volume to about 3 4 of the way for testing purposes 40 Select the appropriate Connector from the dropdown menu for Input When the appropriate device is select test that the system is receiving audio in by tapping on the Mic device onboard or headset The input level should spike in correlation to the tapping If no spikes are seen then the right con nector is not selected 32 Click the Close button Launching and Testing VidyoDesktop To launch and test VidyoDesktop a a 3 a k Launch VidyoDesktop by clicking on the VidyoDesktop icon in the menu Log in to your VidyoPortal Click the My Room button Click the Configuration con on the top right ofthe page Select the Devices tab 70 8 Using VidyoDesktop for Linux
4. 6 Verify that the correct devices are selected for both Speaker and Microphone For many HP ma chines the onboard devices if used will show up as HDA Intel For USB devices these devices will be listed separately as seen below Select the appropriate devices een Wena 7 Click the Save button to use the new configuration 8 Test the setup by making a call to another user IMPORTANT On distributions using Intel graphics running OpenGL version Mesa 7 9 or later video render ing continually freezes Moving the mouse cursor into the VidyoDesktop window unfreezes video for a short period This is due to a bug in the Mesa driver described on this page https bugs freedesktop org show_bug cgi id 40372 Consequently a machine using an Intel graphics card and running Ubuntu 11 04 or 11 10 or Fedora 14 or 25 will not work with VidyoDesktop Known Audio Issues Audio Playback using Internal Audio devices Prior to initiating a call if the audio playback device is actively playing audio from another program such as YouTube or a Media player application Rhythmbox etc audio will not be heard on a VidyoDesktop conference To hear audio in VidyoDesktop the other application s audio feed needs to be stopped For some applications such as YouTube simply pausing the playback will not suf fice The YouTube video page must be completely closed This is because YouTube s flash player still locks the audio pl
5. Administrator to log in to your meeting and the Administrator can perform all the tasks on your behalf Each of the numbered items below corresponds to the numbers on the screenshot above Your online status name and extension 2 Status of your room and your username 3 Global meeting controls For more information about how to use the global meeting controls see the Using the Global Meet ing Controls section on page 56 A List of participants that are currently connected or not connected and their statuses 55 7 Using the Settings and Control Meeting Pages Join Room button 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 6 Lock Unlock Room button For more information about how to lock and unlock a room see the Locking and Unlocking a Room section on page 57 Invite By Email button This button enables you to invite guests to join your conferences For example you may want to in vite a customer or a vendor For more information about inviting guests by email see the Inviting Guests by Email section on page 28 8 Room Links button Clicking the Room Links button opens a page where you can create and change room links and PINs For more information see the Creating and Changing Room Links and PINS section on page 58 9 Control Meeting link Using the Global Meeting Controls The Control Meetin
6. If you find that your voice volume is changing make sure the checkbox is selected If you re using a headset you probably won t need to select this checkbox Configuring Video Preferences The Video tab applies to the camera configuration and determines how the VidyoDesktop software performs encoding These are the settings available on this tab Best Quality Select this radio button for the best user experience Best Frame Rate Allows encoding software to encode at 3ofps for resolutions higher than VGA This mode allows for smooth video and is the default video mode Best Resolution Allows encoding software to encode higher resolutions Limited Bandwidth Can be used in bandwidth imited environments where the full video quality cannot be realized When selecting this mode encoding resolution is limited to CIF thereby con serving uplink bandwidth and the number of participants that can be viewed is initially limited If 49 6 Using VidyoDesktop During a Meeting enough downlink bandwidth is detected the number of received participants will increase with time Advanced Windows and Macintosh Advanced mode has three configuration options 45030 720p15 and 720p30 Each forces camera capture encoding resolution and frame rate based solely on what is available from the camera irrespective of CPU capacity This mode is for controlled bandwidth environments usage only so make sure you
7. 5 Using the VidyoPortal Home Page Contact Us Displays information about contacting Vidyo by phone fax and email This infor mation can be edited by an Administrator Instead of information on Vidyo it might have infor mation on contacting your conferencing service provider or your organization s help desk Terms of Service Displays the Vidyo End User License Agreement including Limited Warranty and Disclaimer of Warranty 6 Using VidyoDesktop Du ing a Meeting When you join a meeting room or call direct from your VidyoPortal home page you might briefly see a pro gress bar and then VidyoDesktop launches If someone calls you directly you receive a prompt through the VidyoDesktop indicating who is calling and providing buttons that enable you to accept or decline the call Once your call or meeting is in session you can control the audio video streams share applications running on your computer with the other call participants and perform other actions as described in this chapter Note Your Administrator can configure VidyoDesktop to run in secure SSL mode This secure method of connecting prevents unauthorized persons from electronically eavesdropping on your VidyoConferences If your VidyoDesktop has been configured to use SSL you see a small lock icon in the lower right corner of the screen as shown below STARTING A VIDYOCONFERENCE USING THE VIDYODESKTOP You can start a VidyoConference by r
8. For example you might want to include The time of your meeting The time may appear automatically in the message header if you set up the meeting using your online Calendar feature If not you can include it in the Subject line of the email or in the body of the message Additional information about the meeting such as the purpose of the meeting special requests and so forth Keep in mind that due to some browsers limitations the message cannot contain more than 1300 charac ters Once the message appears the way you like it you can email it to one or more guests Note If you are using an Asian language and Microsoft Outlook perform the following steps in Outlook for the invite text to appear properly 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 USING THE HOME PAGE INFORMATIONAL LINKS Besides the Invite by Email link there are some other links at the bottom right of the VidyoPortal home page These links provide the following functionality Help Displays this VidyoPortal and VidyoDesktop User Guide in a new browser tab or window About Us Displays information about Vidyo Inc and its videoconferencing technology This in formation can be edited by an Administrator If your organization is a customer of one of our re sellers you ll see thelr information instead
9. LINUX VidyoPortal Administration Note The VidyoPortal and or Tenant must have the Linux VidyoDesktop cli ent s uploaded to it prior to users being able to download install and use VidyoDesktop for Linux Please refer to the VidyoConferencing Administrator Guide fr details about uploading Vidyo clients VidyoDesktop for Linux clients are available via the support vidyo com Web site Note that there are separate packages for 32 bit and 64 bit architectures 8 Using VidyoDesktop for Linux In order to install VidyoDesktop on a system the user must have appropriate install permissions to do so on that system To install the VidyoDesktop for Linux 4 Using a supported browser go to the User Portal page 2 Login Ifyou have issues logging in contact your Administrator Two download links will be presente DEB installer package Recommended for Debian and Ubuntu and derivatives RPM installer package Recommended for most other Linux distributions Note The appropriate 32 bit vs 64 bit installer should be automatically detected 3 Click the appropriate link for your distribution 4 Run the installer package After the package is installed VidyoDesktop will usually automatically start If it doesn t you can start VidyoDesktop by command line or by the menu item found in Applications gt Internet Vidyo Desktop Note Some desktop environments may not offer a system tray or won t display the icon in the sy
10. To call using IPC enter ROOMNAME TENANTURL on the VidyoPortal home page and click Join PIN IMPORTANT Any video audio and or materials viewed during this conference may be recorded By join ing you consent to i such recording and i the later viewing of the recording by others at the discretion of the host if you do not consent discuss with the meeting host prior to the start of the recording or do not join the session Note that any such recording may be subject to ltigation related discovery If you are a first time user please review our Quick Guest Guide before the call Windows WINDOWS_GUIDE Mac MAC_GUIDE Need help getting started Check out the Vidyo Knowledge Center at http www vidyo com knowledge center 5 Using the VidyoPortal Home Page Your message may look slightly different depending on whether or not your Administrator edited it Some common changes to the message that your Administrator may have already made include the followin Ifyour organization doesn t use VidyoVoice the line about using VidyoVoice may have been delet ed Ifyour organization uses more than one VidyoVoice number your Administrator may have added the additional number s tfyour organization doesn t use IPC the line about using IPC may have been deleted For more in formation about IPC see the Placing an Inter Portal Communication IPC Call section on page 25 You can also edit the message yourself
11. concept gets a little technical and you may never need to understand it but we re including this expla nation just in case you might A single VidyoPortal can serve multiple unrelated organizations like an office building that houses the offices of many unrelated companies or one organization might divide its de partments or geographical locations into sections Both types of sections are called tenants The follow ing terms apply only if you are a multi tenant user Tenant Your organization or a selection of your organization s members HR R amp D US Offices UK Offices ete 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 VidyoPortals if your organization is not using the multi tenant capability there s still at least one tenant called the de fault tenant 4 Installing the VidyoDesktop Software INSTALLING VIDYODESKTOP To gain access to the VidyoPortal you must be assigned a user name and password by your Administrator To install VidyoDesktop 4 Inan internet browser enter the VidyoPortal IP address or URL set by your Administrator Example of a portal IP address http 192 168 1 100 Example of a portal URL http vidyo yourcompany com The VidyoPortal login screen will appear User Name 2 Enter your user name and password 3 Click the Log In
12. described later on in this guide The VidyoDesktop The part of the system that allows you to view and hear other meeting participants is your VidyoDesktop This is a program that runs on your desktop or laptop computer There are versions for Windows Macintosh and Linux You can divide the VidyoDesktop screen so you can see as many as eight other people at a time Ifyou turn on Self View you can see how others see you either in a tiny overlaid tile in the lower right cor ner or in a tile the size of the other eight for a total of nine images which some of us call the Brady Bunch mode You can also control other aspects of your meetings For instance you can share an application window what you see in a program running on your computer like a PowerPoint slide or an Excel spreadsheet Other Vidyo Components There are also many optional Vidyo components your organization may have purchased or licensed VidyoRoom isn t a real room It s an appliance that s designed to be used in an actual confer ence room Using a powered PTZ pan tit zoom camera and a large screen it s ideal for group con ferences The VidyoRoom can connect to individual users other VidyoRooms and legacy devices VidyoPanorama is the industry s first telepresence solution to deliver immersive interactions on up to 20 screens of 1080p at 60 fps resolution at just 10 of the cost of traditional solutions Each individual screen can sh
13. have enough available bandwidth 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 Core 2 Quad with DDR2 or DDR3 memory i7 based system Configuring Optional Settings The Option tab enables you to configure optional settings such as the language ringing device auto an swer and more This is what the Options tab on the Configuration and Status page look like in Windows PB Vidyo com 6 Using VidyoDesktop During a Meeting This is what the Options tab on the Configuration and Status page look like in MacOS X 10 7 Lion coven anne th aa Ban apt nanes ey Caneel sve If you ve used earlier versions of VidyoDesktop for Macintosh you may notice a new option Start Conference in Full screen If you want to exit full screen mode before the conference ends just press the Esc key on your keyboard Changing Your Preferred Language in the VidyoDesktop You can change your preferred language in the VidyoDesktop as wel as in the VidyoPortal For information about how to change the language in the VidyoPortl see the Changing Your Preferred Language in the VidyoPortal section on page 6s These are the 14 languages available English Chinese Simplified Chinese Traditional Finnish French German allan Japanese Kor
14. off This icon also changes when participants set their own privacy mode Not Connected Users se Reconnect Re invites a disconnected user to the meeting if that user s status allows it DK__ Remove Removes the participant from the Not Connected list Creating and Changing Room Links and PINs The Room Links button on the Control Meeting page enables you to create or change room or Webcast links remove links and set PINs When you invite a user or a guest to a meeting or to view a Webcast the link and optionally the PIN that you create here will be included in the invitation you send You can perform all of the tasks described in this section whether or not you re in a meeting To create or change your room or Webcast link 4 On the Control Meeting page click the Room Links button 7 Using the Settings and Control Meeting Pages 2 To create a new room or Webcast link click the Create New button Ifyou already have a room tink the Change Link Status dialog box will appear to let you know that you will overwrite the existing link Click the OK button to create a new link Click the Save button To remove a room or Webcast lini 1 On the Control Meeting page click the Room Links button Click the Remove button The Change Link Status dialog box opens 59 7 Using the Settings and Control Meeting Pages 3 Click the OK button to remove the link to your room or Webcast 4 Click the Save butto
15. will not see any shared applications in the VidyoDesktop window 6 Using VidyoDesktop During a Meeting Anthony Pagliaro Self View You can view your own video feed in Picture in Picture mode by clicking the Self View button Your video appears as a thumbnail image in the lower right corner of the screen Click the Self View button a se cond 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 The system remembers which mode you were in when you finished your last call and starts the next call the same way 40 6 Using VidyoDesktop During a Meeting P vidyo Volume Click the Volume button M E to mute unmute the sound you re hearing The button turns red AAAH when mute is on You can also use the dropdown arrow to change the volume level You ll see a slider and a green line whose vertical movement reflects the volume level your speakers or headphones are outputting Microphone Tikon the Microphone button HABIT to mute unmute the sound you re broadcasting You can also use the dropdown arrow to change the volume level You ll see a slider and a green line whose vertical move ment reflects the volume level your
16. 10 32 64 bit running GNOME 2 SLC 5 and 5 7 Debian 5 0 and 6 0 3 and Fedora Core 14 15 and 16 Browsers Firefox Chrome RECOMMENDED AND MINIMUM CONFIGURATIONS Recommended Configuration Encodes HD and Decodes Up to HD Windows 7 iz based system Core 2 Quad with DDR2 or DDR3 memory Hyper Threading Technology 2GBormore RAM 256 MB or more video RAM VRAM 40 MB of free hard disk space Recommended Configuration Encodes SD and Decodes up to HD Windows XP SP2 Core2 Duo2 GHz Hyper Threading Technology 2GBRAM 128 MB video RAM VRAM 40 MB of free hard disk space Minimum Configuration Encodes CIF and Decodes up to SD Windows XP SP2 We do support other distributions and GUls but this combination is our primary VidyoDesktop for Linux configu ration For details on other environments we support see the VidyoDesktop for Linux chapter that starts on page 55 Recommended Minimum Requirements Pentium 4 sGb RAM 128 MB video RAM VRAM 40 MB of free hard disk space Recommended and Minimum Configurations for Linux Recommended 2GB or more RAM 40 MB of free hard disk space Core2Duo 2 4GHz or better 128M or more video RAM VRAM Minimum 1GBof RAM 40MB of free hard disk space Pentium 4 128M video RAM VRAM RECOMMENDED AND SUPPORTED PERIPHERAL DEVICES Note For more information about recommended and supported devices refer to the Choosing Peripheral D
17. 150 Jabra Jabra SPEAK 410 Phoenix Duet MT202 PCO Plantronics Calisto 420 plantronics MCD100 2 Recommended Minimum Requirements Supported ClearOne Chat 60 Konftel Konftel 300 Plantronics Calisto 820 Yamaha PJP 20UR Yamaha PJP 25UR GETTING THE BEST VIDYOCONFERENCING EXPERIENCE The VidyoConferencing system is designed to work through all sorts of network and endpoint deficiencies and still deliver quality audio and video However we ve discovered a few things you can do to help ensure you get the best possible experience Here are some tips we think you ll find helpful Use a wired network connection when possible and disable wireless Wi Fi 802 11 b g n I you use VidyoMobile an optional product with a separate guide you can use it with Wi Fi but it works better with 36 or 4G cell service Use recommended audio video devices to prevent echo and other audio video issues Plug each device camera microphone etc directly into one of your computer s USB ports when ever possible rather than a USB hub whether it s one you added to your computer or it s built into your flat panel monitor or your laptop s docking station If you re using a laptop avoid running on battery it reduces performance and video quality I your computer has a Power Plan all Windows and Mac laptops do choose High Performance Make sure you have the latest drivers like the latest DirectX video driver if you re a Windows u
18. Desktop with out logging in again Configuration Opens the VidyoDesktop Configuration and Status page so you can change set tings For information see Using the Configuration and Status Page section on page 43 Check for Updates This option allows you to check for updates without waiting for the system to prompt you Quit Closes the VidyoDesktop program On the Macintosh you can also select Options that are standard for Mac apps Keep in Dock Open at Login Show in Finder 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 the next time 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 mo ments and you don t have to restart your computer when it s done The upgrade notice may also pop up 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 USING THE VIDYODESKTOP 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 is the default However if you turn picture in picture off during a call or conference an
19. IN will be If a PIN is required it s automatically included in the invita tions you email to prospective participants GROUPS Users Public Meeting Rooms and VidyoRooms belong to provisioning Groups 10 3 Definitions gt When your Admin creates your account your personal room is automatically generated You re also assigned to a Group The maximum number of users you can have in one VidyoConference and the maximum amount of bandwidth you re allowed to use at one time is determined by the Group you ve been assigned to by your Administrator Your Admin may re assign you to another group which could mean you might find you can invite more or fewer participants to a VidyoConference you host and have greater or lesser total band width at your disposal Even if your Admin decides not to use groups a default be modified but it can t be removed roup is set up within the system It can The default group has the following factory configuration Maximum Number of Participants in a Given VidyoConference 10 Maximum Receive Bandwidth Per User Kbps 10 000 Maximum Transmit Bandwidth Per User Kbps 10 000 Note The bandwidth limitation applies to the user so two users can have different limitations while partici pating 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 meeting MULTI TENANTS This
20. M OR PLACING A CALL Once you have found the user or room you want to call and that user or room is available you can either join a room or place a call directly to the user You can also call a legacy system which uses traditional H 323 and SIP based videoconferencing technology Joining a 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 and then click the Join Room button To join another contact s room search for a contact in the Contact Search field as described in the Search ing for Users or Rooms section on page 20 or select a user from your My Contacts list and click the Join Room button Tojoin a room 4 Ensure that the user or room you want to call appears in the Contact Search field on the VidyoPortal home page Click the Join Room button Keep in mind that the Join Room button will be active only if you are allowed to join the room that is the status of the room is Empty Occupied or PIN Protected I you are hosting the meeting you see a list of participants on the right side of the page under In My Room The VidyoDesktop launches and takes y
21. a Vidyo Parona Weve VidyoPortal and VidyoDesktop User Guide System Version 2 2 Document Version 2 2 A TABLE OF CONTENTS 1 Overview Welcome to the World of VidyoConferencing 1 The VidyoPortal ae The VidyaDesktop 2 Other Vidyo Components 3 2 Recommended Minimum Requirements Supported OSes and Browsers A Recommended and Minimum Configurations 4 Recommended and Supported Peripheral Devices e WebCams 5 Wired Headsets 6 Wireless Headsets 5 Speakerphones 5 Getting the Best VidyoConferencing Experience 7 3 Definitions Destinations a Users 8 Calls 10 Voice Only Calls 10 Direct Point to Point Calls 10 Meeting Rooms 10 Groups 10 Multi Tenants u 4 Installing the VidyoDesktop Software Installing VidyoDesktop 2 Windows Installation 13 Macintosh Installation 15 Linux Installation 16 Opening VidyoDesktop Without a Browser 7 Updating VidyoDesktop 18 5 Using the VidyoPortal Home Page Searching for Users or Rooms 20 Understanding Meeting Room and User Status 22 Meeting Room Status 22 User Status 23 Joining a Room or Placing a Call 24 Joining a Room 24 Placing a Voice Only Call 25 Placing a Direct Call 25 Placing an Inter Portal Communication IPC Call 25 02011 2012 Vidyo nc All RightsReserved Patent http www vidya com about patent naties VIDYO the VIDYO logo and the VIOYO family of product marks are trademarks of Vidyo inc All oth
22. ad like a telephone key pad that enables you to select menu items to access the legacy system Far End Camera Control he Far tnd camara Controt button lil tows you to contol the moion ofa viayonoon s camera In this version of VidyoDesktop Far End Camera Control FECC is available only in the Windows edition These are the other two requirements The camera in the room must be powered to enable motion This kind of camera is often referred to as PTZ pan tilt zoom camera The room must be configured to allow FECC 42 6 Using VidyoDesktop During a Meeting Ifthe requirements are met the previously dimmed FECC button will become active as shown above If you click the dropdown 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 actually 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 stop using Far End Camera Control simply click the FECC button again Configuration Click the Configuration button fll to configure your VidyoDesktop and access other VidyoDesktop pag es including Status Attendees Network Devices Video Options and About The Configuration button turns rll when there is an atarm Indicating that your settings need attention Fo
23. ages that allow you to start the video meetings and invite others to join your meetings With the VidyoPortal and VidyoDesktop you have your own private room like a virtual office to which you can invite other users and you can accept invitations to meetings in other rooms In addition to group meet ings you can also initiate and accept invitations to point to point one on one Vidyo calls There s also a provision to allow guests such as customers or vendors to be granted limited use of the system Guests can t initiate calls or conferences they can only accept invitations to them Your system may also have a number of Public Rooms Think of these as virtual conference rooms One might be used for a weekly sales meeting another for international conferences and so on This guide describes the features of your VidyoPortal and VidyoDesktop You ll learn how to Initiate a meeting Join a 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 including someone who does not have an account in your system Join the room of user on an entirely different Vidyo system using Inter Portal Communication Controla meeting Manage your personal contacts list My Contacts Change settings Note for Linux Users With version 2 2 we ve added VidyoDesktop for Linux It s compatible with a variety of common Linux distributions and vers
24. ant joins or leaves a meeting Start conferences in full screen mode This option is available for Windows and beginning with VidyoPortal version 2 2 for Macintosh When you ve selected this option VidyoDesktop occupies your entire screen and the menu disap pears Move your mouse pointer near the top of the screen and the menu bar will reappear Click the Full Screen button again to go back to windowed mode Display the Toolbar even in full screen mode When you ve selected this option VidyoDesktop occupies your entire screen but the menu stays visible 6 Using VidyoDesktop During a Meeting Show the participant names at the bottom of the VidyoDesktop screen This is especially useful if you re not familiar with some of the participants vio 4 Self View Viewing About Information The About tab tells you the version number of your VidyoDesktop You may be asked to provide this infor mation by technical support personnel A 6 Using VidyoDesktop During a Meeting LOGGING OUT You can sign out or quit by right clicking on the VidyoDesktop icon in the notification area also called the system tray in Windows or simply clicking the VidyoDesktop icon in the dock in Mac OS In this version LDAP users can now also use the Context menu Paces Ca Pees Gal Eun Start My Meeting Erect fo Unetes Sign in to Other Portal feron poat Sign out Sour Configuration an Chec
25. ayback device even when paused When on an active VidyoDesktop call playback of audio media from other programs such as YouTube and Media players will not work Only when the VidyoDesktop call is ended will the other audio media start to play 71 8 Using VidyoDesktop for Linux USING THE VIDYO LINUX PROFILER TO GATHER LOGS AND SYSTEM DETAILS The Mesa utilities need to be installed prior to running the Vidyo Linux Profiler To install on Ubuntu run the following command in a terminal apt get install mesa utils To install on other distributions run the following command in terminal yum install mesa utils Execute the profile script vidyo profile sh via a terminal session on the account on which VidyoDesktop was being used You can run it directly from opt vidyo VidyoDesktop vidyo profile sh The script will package up all the VidyoDesktop log files and cores gather some system information such as graphics information CPU etc and place a tarred zip file on the desktop Send this file and a detailed description of the problem to linuxsupport vidyo com Please include a de tailed description of the problem experienced such as what you saw heard and experienced any pop ups that appeared and so on
26. butions 26 27 27 27 28 28 28 30 2283 8 28 TABLE OF CONTENTS Desktop Environments system Configuration oe Video Card Configuration io Features Not Yet Implemented in VidyoDesktop for Linux Installing VidyoDesktop for Linux Setting Up Audio on VidyoDesktop for Linux Configuring Internal Audio Launching and Testing VidyaDesktop Known Audio Issues Using the Vidyo Linux Profiler to Gather Logs and System Details 65 65 65 66 67 70 7 n 1 Overview WELCOME TO THE WORLD OF VIDYOCONFERENCING In the mid 20 century a lot of the magazines predicted that by now we d be commuting to work in personal helicopters or jet packs and that we d be communicating with people down the street or across the world with high quality audio and video connections Well we re still waiting for affordable personal helicopters and we ll probably never have practical jetpacks but the good news is that the age of high quality audio and video teleconferencing and person to person calling has arrived And Vidyo makes it possible Your organization has decided to join the revolution using Vidyo s products and services The purpose of this guide is to introduce you to the tools you ll use and explain to you how they work Your VidyoPortal and VidyoDesktop enable you to have video teleconferences with other users in your organization or in diferent organizations The VidyoPortal is a series of web p
27. button Note The VidyoConferencing system is available in 14 languages Your Administrator sets the default sys tem language but you can change the language in the VidyoPortal see page 61 and the VidyoDesktop see page 63 separately After your first log in to your VidyoPortal you ll need to install the VidyoDesktop software The VidyoDesk top 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 4 Installing the VidyoDesktop Software If you do not have the VidyoDesktop installed you ll see the following page after logging in Ifyou have previously installed VidyoDasktop 2 x please startit now wing but download and pr C You are guided through a series of screens to accept the licensing agreement and install the software Until the installation process completes the installation web page remains open When the installation or upgrade is finished you are taken to your VidyoPortal home page The following sections demonstrate the Windows and Macintosh screens that you see during the Vidyo Desktop installation process See the VidyoDesktop for Linux chapter that starts on page 64 for the Linux version Windows Installation The installer guides you through the installation process screen by screen which takes just a few
28. d leave it off when you conclude the call VidyoDesktop will not open up in PiP mode the next time you start it In other words it remembers your setting from your last call Likewise if you have selected Start Conference in Full screen in the Configuration and Status window under Options you ll startin full screen 6 Using VidyoDesktop During a Meeting Bvidyo You can resize the VidyoDesktop window 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 arrows beside them that offer more options P Vidyo Layout zz The Layout button T on the VidyoDesktop toolbar enables you to control the layout of your VidyoCon ference A single VidyoConference can host up to 100 participants but no more than eight remote parties can be dis played at once the eight are chosen by the last active speakers based on thelr voice activity By clicking the dropdown menu near the Layout button you can choose the number of participants you want to see thereby overriding the default Auto mode You can select a number in the o 8 range when you select o none of the participants are displayed Clicking on the Layout button 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 la
29. ean polish Portuguese Spanish mai Russian The VidyoDesktop inherits the default language set in the VidyoPortal To change the language in the VidyoDesktop select the language you want to change to from the Current Language dropdown menu and click the Save button Changes take effect immediately and do not affect the language specified in the VidyoPortal When you re start your VidyoDesktop the language returns to the default language set in the VidyoPortal 51 6 Using VidyoDesktop During a Meeting Note If you re seeing small boxes or weird characters instead of understandable text for a language name you don t have the necessary foreign language font installed on your system Selecting Your Ringing Device On the Options tab in the Windows version there s a Ringing Device dropdown menu Let s say you re lis tening to music while you work using headphones You might want to select them as the ringing device so you don t disturb your neighbors On the other hand if you re going to walk away to talk with a colleague a few cubes away while you leave your headphones plugged in you would probably want to set your ringing device to your computers speakers so you won t miss the ring of any incoming calls Selecting Other Options The Options tab provides other checkboxes that enable you to Start the VidyoDesktop when Windows starts on login Auto answer incoming calls Playa tone when a particip
30. er trademarks are the property of their respective owners All specifications Subject to change without notice system specifics may vary Al images are for representational purposes only actual products may differ TABLE OF CONTENTS Calling a Legacy System Viewing Adding and Deleting Your Contacts Viewing Your Contacts Adding and Deleting Your Contacts Viewing My History Accessing the Settings Page and Control Meeting Page Inviting Guests by Email Using the Home Page Informational Links 6 Using VidyoDesktop During a Meeting Starting a VidyoConference Using the VidyaDesktop Using the VidyoDesktop Toolbar Layout Full Screen Share Toggle Self View Volume Microphone Privacy Dialpad Far End Camera Control Configuration Disconnect Using the Configuration And Status Page Checking Your Status Viewing the List of Attendees Viewing Network Information Selecting Which Devices to Use Configuring Video Preferences Configuring Optional Settings Viewing About Information Logging Out 7 Using the Settings and Control Meeting Pages Controlling Your Meeting Using the Global Meeting Controls Locking and Unlocking a Room Using the Participant Controls Creating and Changing Room Links and PINs Changing Your Settings Changing Your Account Password Changing Your Preferred Language in the VidyoPortal Viewing About Information 8 Using VidyoDesktop for Linux Specifications Supported Distri
31. eting BVvievo 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 the shared screen i e view itas a separate window and re dock the shared screen e snap it back into the main VidyoDesktop window by double clicking the contents of the application window Here is an example of a shared application that is docked 6 Using VidyoDesktop During a Meeting Here is an example of a shared application that is undocked Toggle Although more than one participant can share what s on their computer screens like a PowerPoint slide a spreadsheet a Web page and so on you can view only one shared screen at a time When shared applica tions are available from multiple participants the Toggle button a turns green indicating a share is available You can toggle between multiple shared applications using the Toggle button Click the button to cycle through the available shares When you click the Toggle button you ll see a list of the people who are currently sharing their screens and you can choose the person whose share you want to view Ifyou are sharing your screen you ll see your own name on the list as well Click the dropdown arrow to select a specific share from all available shared applications including yours The first option in the dropdown is always None Selecting None means that you
32. evices for the VidyoDesktop Technical Note WebCams Recommended Logitech HD Pro Webcam C920 Logitech HD Pro Webcam C910 B910 Logitech Webcam Pro 9000 Creative Live Cam Supported Apple iSight Built in Webcam Cannon 29600 Camcorder HPElite Liquid Digital Solutions Agent V4 HD Logitech Webcam C905 Many integrated graphics processing units GPUs borrow VRAM from RAM which may cause minimum RAM available to drop below the required amount 5 2 Recommended Minimum Requirements Logitech B525 HD webcam Logitech Quickcam Sphere AF Logitech Quickcam Vision Pro Logitech Webcam C310 Logitech Webcam C600 Microsoft MS Lifecam NX 6000 Wired Headsets Note For more information about recommended and supported devices refer to the Choosing Peripheral Devices for the VidyoDesktop Technical Note Recommended Logitech 8530 USB Headset Microsoft Lifechat LX 3000 Plantronics Plantronics Headset with Plantronics USB Adapter o1 Supported Cyber Acoustics AC 840 AC 850 Logitech ClearChat Comfort USB USB Headset H330 Logitech USB Headset H390 plantronics DSP 400 C420 Wireless Headsets Note For more information about recommended and supported devices refer to the Choosing Peripheral Devices for the VidyoDesktop Technical Note Recommended Plantronics Voyager Pro UC v2 Bluetooth Plantronics SAVI 740 Speakerphones Recommended ClearOne Chat 50 ClearOne Chat
33. g row of buttons allows you to perform these tasks BB Add Participants Displays the Contact Search field so you can invite additional participants to the meeting Select and invite users as you normally would using the Contact Search field on the VidyoPortal home page For more information see the Searching for Users or Rooms sec tion on page 20 Invited users appear in the Not Connected list until they join the meeting To conference with a legacy system that does not exist as a user in the VidyoPortal enter its extension number followed by its IP address and then click the Add button to include it in the conference To obtain the IP address of the legacy system contact your Administrator 0319279 22029 ema Connect All Reconnects all participants you ve disconnected from the meeting This comes in swer to On will be automatically reconnected Others will receive a pop up inviting them to re join The button also works for participants who ve voluntarily left the meeting Disconnect All Disconnects all participants from the meeting and adds them to the Not Con nected list A disconnected participant can be reconnected later 7 Using the Settings and Control Meeting Pages Mute All Mutes the microphone input from all current participants They ll see the micro phone button on their VidyoDesktop turn red with a red line through it Mute All applies to all participants as well as to legacy devices
34. icates you re not currently signed into a VidyoPortal Once you re signed in the context menu shows more options Linux Installation a Call Start My Meeting in to Other Portal Sign out Configuration Check for Updates OREERT Keep in Dock Open at Login Show in Finder Show All Windows See the VidyoDesktop for Linux chapter that begins on page 64 16 4 Installing the VidyoDesktop Software OPENING VIDYODESKTOP WITHOUT A BROWSER Instead of entering the URL web address of your VidyoPortal in your Web browser you can open your VidyoPortal home page in its own window by Double clicking the Vidyo icon in your notification area also called the system tray Right clicking the VidyoDesktop icon and selecting Sign in Ona Macintosh double clicking on the icon in the dock Using any of these methods will open the Sign in dialog box Once you enter your portal username and password the VidyoPortal will open Here is a screenshot of a VidyoPortal portal in a browser window opened by entering your VidyoPortal s URL in your browse If you re a Windows user you can see the VidyoPortal in its own window no web browser required by dou ble clicking the VidyoDesktop icon in your Notification Area system tray or by right clicking the icon and choosing Place a Call On a Mac you can get here by doing the same things on the icon in the dock 4 Installing the VidyoDesktop Software As new re
35. ight clicking the VidyoDesktop icon in the Notification area system tray on a Windows PC or by control clicking itin the dock on the Apple Macintosh 6 Using VidyoDesktop During a Meeting Show All Windows Hide Sign in Configuration Quit Windows context menu not signed in Once you re signed in more options appear Place a Call Start My Meeting Sign in to Other Portal Sign cut Configuration Check for Updates Quit Windows context menu signed in Macintosh context menu signed in You then have the following menu choices Place a Call Logs you into the VidyoPortal to place a direct call to an available user or participate ina meeting Start My Meeting Launches the VidyoDesktop and puts you in your meeting room Sign in to Other 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 Sign in to enter the VidyoPortal oes TS ca al 33 6 Using VidyoDesktop During a Meeting Sign out Signs you out of the VidyoPortal you ve been using but keeps the VidyoDesktop pro gram 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 Vidyo
36. ill use the system An Executive Desktop user is never denied service due to lack of Vidyoline availability Executive Desktop li censes are ideal for critical applications like executive use emergency medi cine military command and control real time financial markets and so on This isa user that s actually a sys tem used in confer ence rooms VidyoRoom This is not a physical room It s a teleconferencing appliance that s usually placed in an actual conference room It has the same rights as a normal user In fact a VidyoRoom is one of only two components that are also users VidyoRooms are commonly called simply room systems for short VidyoRoom has its own User Guide This is another us er that s actually a system used in con ference rooms VidyoPanorama VidyoPanorama is a telepresence solution that offers up to 20 screens of 1080p at 60 fps resolution at just 10 of the cost of traditional solutions Each individual screen can show one participant multiple partici pants or an application window that a user is sharing VidyoPanorama has its own User Guide This is stuff we don t make but can work with anyway Legacy Devices such as ordinary cell or landline telephones or conferenc ing systems that use old style H 323 and SIP based videoconferencing meth ods A legacy device has no personal room Working with legacy devices re quires an optional VidyoGateway comp
37. ing the window to utilize the entire screen real estate and restoring the window to the previous size When in Full Screen mode the toolbar hides itself after a few seconds If you move your mouse even a little the tool bar will reappear Alternative ly you can choose to have the toolbar displayed even when you re in Full Screen mode as described in the Configuration Options section on page 50 6 Using VidyoDesktop During a Meeting Re gt l Share Participants can share applications on thelr computers by clicking the Share button LESLIE clicking the button itself toggles between sharing and stopping the share Click the drop down arrow to select which application to share from the open applications on your computer 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 Vidyo Desktop 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 Ifyou choose not to view your shared application you know you are sharing because the Share icon is green Note 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 6 Using VidyoDesktop During a Me
38. ions and the list is growing Because of the similarity of all three cli ents Windows Macintosh OS and Linux this guide may not shows screenshots of all three versions Most shots show the Windows version but the differences from the other versions are minor 1 The VidyoDesktop for Linux chapter that starts on page 64 covers the technical details of installing and maintaining VidyoDesktop for Linux Your System Administrator may take care of much of what s covered in that chapter but we wanted you to have access to the most important information too The VidyoPortal Your VidyoPortal provides a consistent look and feel that s compatible with Internet Explorer Firefox and Chrome for Windows Firefox and Safari for Macintosh Firefox and Chrome on Ubuntu 10 x 32 64 bit running GNOME 2 We also support other distributions and GUIs but this combination is our primary VidyoDesktop for Linux configuration For details on other environments we support see the VidyoDesktop for Linux chapter that starts on page 64 Inall cases Adobe Flash needs to be installed for the browser you re using The Flash plug in is probably already installed in your browser If not you can download it for free from the Adobe com site Or more like ly your System Administrator will make sure your browser has it For Linux users Chrome comes with Flash installed You can also access your VidyoPortal without using a Web browser This is
39. k for Updates Quit Windows Context Menu Macintosh Context Menu This is the difference between signing out and quitting m When you sign out you end your call or exit your meeting but VidyoDesktop continues to run m When you quit you exit the VidyoDesktop program If your VidyoPortal is open in your web browser you can close the tab or window it s in or you can keep it open If you keep it open and then take any action in the VidyoPortal the following dialog box pops up running pi Restart your VidyoDesktop and you re ready for action Since you quit the program you won t see its icon in its usual place In Windows use the Start menu to start the program On the Mac use the Finder to start the program 7 Using the Settings and Control Meeting Pages From the VidyoPortal home page you can click the Control Meeting link to access the Control Meeting page and click the Settings link to access the Settings page This chapter describes the tasks you can perform from both of these pages CONTROLLING YOUR MEETING The Control Meeting page enables you to control the meeting by adding muting and disconnecting partici pants viewing the list of participants that are currently connected or not connected and more Note Ifyou are an Administrator you can control the meeting from the page without having to access the Admin portal If you are a user but you want to your Administrator to control your conference simply ask the
40. leases of the VidyoDesktop are issued your Admin may make them available to your organization Each time you log into the VidyoPortal it checks ifthe version on your computer is current and prompts you to download and install the latest version if it isn t Note Your computer s firewall secure connection software may prompt you to allow deny running the Vidyo software Make sure you select allow as part of the software installation Ifyou stay logged into your VidyoPortal for long periods of time or log in and out via the VidyoDesktop ra ther 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 Click the Update VidyoDesktop button Your PC may offer you a choice of opening or saving the file or just saving the file You should open the file if given a choice to Otherwise save download the VidyoDesktop installation file Save the file to a convenient place like your desktop and launch the VidyoDesktop Setup application Ifyou are conferencing when the VidyoDesktop Software Update dialog box appears you ll also see an Up date Later button to be prompted again later so you don t have to disconnect from your meeting 18 4 Installing the VidyoDesktop Software ViayoDesitop Sonware Update An update of tho Vid
41. lowing selected user is offline and her meeting room is empty If another person s room is not locked or PIN protected you can enter it even if they re offline So if you have a meeting scheduled with the room owner and some other people you can all join the room even if the own er isn t online yet And if the owner never does come online you can still go ahead with the meeting You can also create your own contacts list My Contacts as a fast way to place calls to people with whom you meet often For more information see the Viewing Adding and Deleting Your Contacts section on page 27 21 5 Using the VidyoPortal Home Page UNDERSTANDING MEETING ROOM AND USER STATUS A meeting room must be available for you to join it and a user must be available for you to place a direct call to that user When a meeting room is available the Join Room button is active and when a user is available 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 pro tected Meeting Room Status Each meeting room has a status icon that indicates whether it s available for you to join It appears to the left of the room name as shown in the screenshot below In addition a room may require a PIN number to Zain access When you cannot join a room the Join Ro
42. ly without having to restart the VidyoDesktop When you unplug a device If automatic device selection cannot find an alternative device you will be asked to select a device manually if an alternative device is found a pop up will appear indicat ing which device is being used instead Echo Cancellation If you use a non echo canceling audio device you can still achieve a good audio experi ence 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 cancellation built in This feature is also known as automatic echo suppression AES When you use an audio device that s not rec 438 6 Using VidyoDesktop During a Meeting ommended and other meeting participants say they can hear an echo when you talk you should enable echo cancellation To enable echo cancellation select the Echo Cancellation checkbox on the Devices tab To cancel it clear the checkmark from the Echo Cancellation checkbox Auto Adjust Microphone Level Normally if you re using a speakerphone and you turn around as you re talking the volume of your voice will do down However by selecting the Auto Adjust Microphone Level checkbox the microphone level will adjust automatically so your voice won t get louder or fainter as you move closer or farther from the microphone This feature is known as automatic gain control AGC
43. microphone is outputting The button tums red when you mute yourself and a small red circle with a line through it ap pears under the microphone icon When the room owner mutes you the Microphone button turns red and a red line appears over the microphone icon 6 Using VidyoDesktop During a Meeting When you mute yourself and the room owner also mutes you the Microphone button turns BMT sed you see a red Ime over the microphone icon and a small red ele wth line through it under the microphone icon Privacy Click on the Privacy button LEl to stop the video you re sending this is also known as privacy mode You stay on the call but other participants will not be able to see you Ifyou are showing a document it will con tinue to be visible The Privacy button tums red when you put yourself in privacy mode and a 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 tums red and a red line appears over the camera icon 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 Ere Dialpad When you connect to a legacy videoconferencing system or MCU the grayed out Dialpad button comes active Click this button to display a DTMF Dual Tone Multi Frequency dialp
44. minutes Welcome to the VidyoDesktop Setup Satun wl gude you tough the ane of ener lg reconmanded ht you cas al ser apps eve narra Setup The wll mata t pole ple asaya ted hot hag weet our camper If this is the first time you re installing VidyoDesktop you will first be prompted to read and accept the li censing agreement Click the I Agree button and complete the remaining installation steps 13 4 Installing the VidyoDesktop Software BD VidyoDesktop Setup TEn a car a Fress Pog Down to sse te rest ofthe ngremet fy scat terme cf the grea ehct agree to ceneno You mit athe ewer ntl bean ee When the installation is complete you ll see the Completing the VidyoDesktop Setup dialog box VidyoDesktop Setup Completing the VidyoDesktop Setup does ha been mee on your eam ier to dose Sen eo Vidyo ese When the VidyoDesktop for Windows is installed a Vidyo icon appears in the notification area often called the system tray of your taskbar The illustration below was taken from a Windows 7 double height taskbar Your taskbar may look different s 11 03 AM fal a s2012 14 4 Installing the VidyoDesktop Software Macintosh Installation 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 Ag
45. n To create a PIN You can set a three to ten character PIN that users must enter to access your room If you set a PIN it will be sent along with your room link to the people you invite to your room 4 On the Control Meeting page click the Room Links button 2 Typea three to ten character PIN in the Set Room PIN field or the Set Webcast PIN field 3 Click the Save button CHANGING YOUR SETTINGS The Settings page enables you to change your password change your preferred language and view About information Changing Your Account Password I you want to change your password but you forgot your current password you can click on the Forgot your password link on the VidyoPortal login page You will be taken to a new page where you provide the email address associated with your account If you provide an incorrect email address you will receive an error message indicating your email address is invalid After submitting the valid email address associated with your account a success screen appears and a link to change your password is emailed to you at the address you provided Note If the Forgot your password link on your VidyoPortal login page and the Change Password link on your My Account page are disabled it s because your system is using an authentication method called LDAP You ll need to contact your system Administrator to reset your password To change your password 4 On the VidyoPortal Home page click the Setti
46. n case direct access to the server isn t available By default the VidyoProxy is used if a direct connection cannot be established Do not change this setting un less advised by your Vidyo Administrator Ifthe server is configured to support NAT and firewall traversal a VidyoProxy address is provided by the server To manually set the VidyoProxy address and override the server provided address and port set the VidyoProxy to Manual and enter the IP address and port number IFyour network requires the traversal of a Web Proxy set the Use Web Proxy option To access the server through a Web Proxy the VidyoProxy must be used You can also select the checkbox for Automatically detect settings This enables the VidyoDesktop to auto connect to the server through the Web Proxy if necessary If the Web Proxy is not necessary itis used when setting up the connection to the server This may be useful for users who are traveling or users who confer ence from both office and home To use the Web Proxy settings configured for the Internet Explorer Web browser on your Windows ma chine 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 set tings select the Automatic radio button If your Web Proxy requires a user name and a password manually enter them in the User name and Pass word fields To manually set Web Proxy settings select the Use p
47. ngs link 2 Click the Account button 60 7 Using the Settings and Control Meeting Pages Click the Change Password button Enter your new password in the Password field Enter your new password again in the Confirm Password field Click the Save button Your Administrator sets the default system language but you can change your preferred language in the VidyoDesktop as well as in the VidyoPortal Changing your language in your VidyoPortal doesn t change the language in your VidyoDesktop For information about how to change the language in the VidyoDesktop see the Changing Your Preferred Language in the VidyoDesktop section on page 51 61 7 Using the Settings and Control Meeting Pages These are the 14 languages available English Chinese Simplified Finnish French italian Japanese Polish Portuguese Thai Russian To change your preferred language in the VidyoPortal 4 On the VidyoPortal Home page click the Settings link 2 Click the Language button Click the radio button next to the language you want to use 4 Click the Save button 62 Chinese Traditional German Korean Spanish 7 Using the Settings and Control Meeting Pages Viewing About Information The About tab tells you the version number of your VidyoDesktop and VidyoPortal You may be asked to pro vide this information by technical support personnel Buy 8 Using VidyoDesktop for Linux Wi
48. nts Vidyo has tested the following Linux desktop environments GNOME 2 KDE XFCE GNOME 3 and Unity For further information please contact your Administrator System Configuration This table lists the recommended and minimum hardware needed to use VidyoDesktop for Linux Recommended Hardware Minimum Hardware 2 GB of RAM or higher 1GB of RAM 40 MB of free space on hard drive 40 MB of free space on hard drive Core2Duo 2 4 GHz or better Pentium 4 128 MB or more of VRAM 128 MB of VRAM This is the software you need Web Browser Firefox or Chrome to access the User Portal Flash Plug in The VidyoDesktop client is not Flash based however the user interface of the User Portals Flex based an open source framework included in Flash Toinstall on Ubuntu run the following command in a terminal apt get install flashplugin installer Toinstall on other distros run the following command in terminal yum install flash plugin Note Chrome includes Flash by default Video Card Configuration On all systems Vidyo recommends using the latest video card drivers available For all systems Direct Ren dering must be on Usually ifa system has the latest graphics drivers installed Direct Rendering will be enabled VidyoDesktop will warn you with a popup message if Direct Rendering is not supported or configured incor rectly on your machine when itis started Limited testing completed 65 8 U
49. om button is inactive There are five room statuses 3 Empty The room has no one in it and you can join it The Join Room button is active clickable Full The room is fully occupied and can t accept more participants The Join Room button is inactive Locked The room is locked and you can t join it The Join Room button is inactive button is active PIN Protected You must enter a PIN to join the room The Join Room button is active The Q Occupied The room is occupied but additional participants can join it The Join Room In this screenshot the Join Room button is active My Room 7022018735989 C In this screenshot the Join Room button is inactive My Room 1022018735985 My Room 2 5 Using the VidyoPortal Home Page User Status A user s status determines whether you can place a direct call to them join their room or invite them to at tend a meeting This icon appears to the left of the user s name In the screenshot below this VidyoPortal s owner Mallory Evron is online Her room is empty She has brought up Leigh Evron s listing by typing her name in the white Search Contact field Leigh Evron is online User Status Icon Room Status icon B My Room Leigh Evron 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 bu
50. onent be installed in your system This is for people who are not regis tered with the sys tem Guests You can invite a guest to a meeting my sending them an email invita tion as seen on page 56 The guest user clicks on the link provided in the email downloads the software if they haven t before and then enters his or her name to join the meeting Guests have only the ability to join a conference to which they ve been invited They do not have the ability to log in to the sys tem or receive incoming calls Refer to the separate Quick Guest Guide for more details Ifa cell phone or tablet has VidyoMobile installed it s not considered a legacy device 3 Definitions CALLS Voice Only Calls If your organization has purchased a VidyoGateway server both registered and guest users can participate in a VidyoConference in voice only mode by phone Your My Room 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 that participant s phone number appears in the list of par ticipants in the VidyoPortal home page and in the VidyoDesktop even when the participant doesn t broad cast their phone number Direct Point to Point Calls You can call a specific user in a direct call A di
51. ou to the meeting room 5 Using the VidyoPortal Home Page When you host a meeting in your own room you see a list of attendees on the right side of the home page under In My Room When you video conference with users from other tenants you also see their tenant names Placing a Voice Only Call 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 56 When a participant joins a conference by phone their phone number appears in the list of participants Placing a Direct Call 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 the Searching for Users or Rooms section on page 20 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 available 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 Ghent incoming
52. ow one participant multiple participants or an application window that a user is sharing VidyoGateway enables interconnection with older conferencing systems and enables people to participate in VidyoConferences in voice only mode from regular cell phones and landlines VidyoReplay enables you to make video recordings that you and others can watch on demand from the VidyoLibrary You can also use it to record live VidyoConferences for later viewing VidyoMobile is one of the most acclaimed features your Vidyo system can have VidyoMobile en ables you to participate in VidyoConferences and point to point calls from your Android or iOS phone or tablet iF your organization uses Microsoft Outlook Microsoft Lync or IBM s Lotus Sametime you can inte grate them with your Vidyo system If your organization s system has enabled any of these options you ll be provided with the appropriate in formation in order to use them For instance there are separate VidyoMobile user guides for Android and 10S systems For more documentation about any of these Vidyo products go to http support vidyo com 2 Recommended Minimum Requirements SUPPORTED OSES AND BROWSERS Windows XP Vista and Windows 7 32 and 64 bit Browsers Internet Explorer Firefox Safari Chrome Macintosh OS X 10 5 Leopard through OSX 10 7 Lion Intel CPUs only Browsers Firefox Safari Chrome Linux Ubuntu 10 04 10 10 11 04 11
53. r a meeting that you are hosting The permanent contacts you added to My Contacts using the Add Contact button For more information see the following section Adding and Deleting Your Contacts The My Contacts list always remains visible so that you can easily select users or rooms to call Adding and Deleting Your Contacts To add a contact a Search for the contact on the VidyoPortal home page 2 Clickto select the contact 3 Click the Add Contact button 5 Using the VidyoPortal Home Page Your contact appears in alphabetical order on the My Contacts list If you have many contacts you may need to scroll to view them all To delete a contact a Search for the contact on the VidyoPortal home page 2 Click the Delete Contact button aP VIEWING MY HISTORY The My History tab displays a list of users to whom you ve recently placed a call You can select one ofthese contacts to join their room or start a direct call You can also add the contact to your My Contacts list as described in the previous section My History ACCESSING THE SETTINGS PAGE AND CONTROL MEETING PAGE The VidyoPortal home page provides you with links to the Settings page and the Control Meeting page The links are located at the top right of the home page Settings Enables you to change the following settings account language and My Room For in formation see the Changing Your Settings section on page 60 Cont
54. r more Information about the settings available through the Configuration button refer to the Using the Configuration and Status Page section on page 43 You can also access the configuration settings at any time by right clicking the VidyoDesktop taskbar icon Fan choosing Configuration from the pop up menu All changes take place immediately Disconnect Clicking the Disconnect button immediately disconnects you from any call or conference you re in When you disconnect from a direct call you ll see a dialog box indicating that the call has ended USING THE CONFIGURATION AND STATUS PAGE Clicking the Configuration button L on the VidyoDesktop toolbar opens the Configuration and Status page The tabs on the left side of the page allow you to configure various aspects of your VidyoDesktop or check the status of various settings 6 Using Vidyoesktop During a Meeting This is what the Configuration and Status page looks like in Windows 7 This is what the Configuration and Status page looks like in MacOS Lion Options asaut esiy_ cmne 44 6 Using VidyoDesktop During a Meeting This is what the Configuration and Status page looks like in Linux Checking Your Status This tab indicates whether or not you re in a conference with whom which VidyoRouter you re using which your system Administrator might want to know if you re reporting any difficulties and the band width
55. rch by real name first last initials user name or extension User names are generally shorter than real names For example Joseph Hasenpfeffer s user name might be JoeH 20 5 Using the VidyoPortal Home Page Instead of typing a name Ifyou type a percent sign 2 a list of all registered users appears Ifyou type an asterisk a list of all registered users who are currently online appears iA My Contacts y Room igh Evron The users and rooms that match your search criteria will appear on the left side of the page Click the name to select it The name then appears both in the Contact Search field and on the right side of the home page along with the user status and room status Ifthe contact or public room belongs to a different tenant the tenant name also appears Note This works only if your Tenant Admin has enabled cross tenant access To recap a tenant is a subdivision of users If your system Is being hosted by one of our resellers then your whole organization is probably one tenant and cross tenant access is probably turned off If your organization is hosting its own system it may have split users into multiple tenants among departmental or geographical groups In this case your Tenant Admin has probably turned cross tenant access on You can review the user or room information that appears on the screen to see if the contact or meeting room is available For example the fol
56. rect call involves just two users no additional users can join When you calla 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 meeting This isn t 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 ROOMS A meeting is an audio and video connection between two or more users interacting and sharing their video streams and optionally sharing application windows in a meeting room Meeting rooms are virtual rooms where users of the Vidyo system can gather for VidyoConferences There are two types of meeting rooms Personal You have your own personal room This is the equivalent of a personal office or cubicle in the physical world Public Operators and Administrators can create common public spaces Think of these as the equivalent of conference rooms in the physical world If need be they can also create public rooms for individual users Meeting rooms of either type include the following configuration option Locked Unlocked If you lock a meeting nobody else can join it 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 You can decide whether or not to require a PIN for any meeting and if so what the P
57. ree button to continue the installation aye user ueense ageenemetnimieevarany ENARA End Usor Liconso Agrosmont OVO Ine is a Dolaware comoration witha principal place of wae IMPORTANT PLEASE READ THIS END USER LICENSE AGREEMENT CAREFULLY DOWNLOADING NSTALLNG OR SING VOYO OR vibyo suppueD SOFTWARE CONSTTUTES ACCEPTANCE OF THIS AGREEMENT TAIS LICENSE OF TME SOFTNARE S VALID ONLY UPON THE CONDITON THAT YOU ACCEPT ALL OF THE TERNS CONTANED IN TIS LICENSE AGREEMENT YOUR ACCEPTANCE WLL B BY INSTALLING OR DOWALOADIG THE SOFTWARE OR USING THE EUPMENT THAT CONTANS THIS SOFTWARE YOU ARE AERCEMENT IE YOU DONGT AGREE TOALL OF TE TERMS OF TAS AGREEMENT THEN VOYO I UNMLLING TO LICENSE THE SOFTWARE TO YOU AND AJ DO NOT POPAL OAD NSTALL OR SE THE SOFTWARE B YOU MAY RETURN Toe SOFTWARE FOR A FULL REFUND OR IPTE SOFTWARE IS SUPPLE AS PART OF ANOTHER VIDYO PRODUCT VOU MAY RETURN THE ENTIRE PRODUCT FORA FULL RERUND YOUR RIGNTTO gt RETURN AND REFUND EXPIRES 30 DAYS APTER YOUR RECEET When the installation is complete you see the following message Click the OK button to confirm installa tion ofthe VidyoDesktop Installation or upgrade of VidyoDesktop completed successfully 15 4 Installing the VidyoDesktop Software When the VidyoDesktop for Macintosh is installed the Vidyo icon appears in the dock Sign in Configuration Options gt Show All Windows Hide Quit The red X ind
58. rgest screen area changes as the active speaker changes Preferred mode is also automatically activated when a partici pant shares an application 35 6 Using VidyoDesktop During a Meeting You can also stretch and resize the VidyoDesktop window to change the size and presentation of the layout Keep the following in mind when changing the layout Ina direct point to point call the range of screens will be 0 3 since you can turn on Self View and you or your counterpart can share an application on your computer 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 docu ment 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 By clicking a third time you can view the other participant only Remember while the default is set to always startin 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 Full Screen Clicking on the Full Screen button ca toggles the screen between siz
59. rol Meeting Provides you with control over meetings hosted in your meeting room You can Invite participants to attend a meeting lock your room mute unmute participants disconnect par ticipants and more For more information see the Controlling Your Meeting section on page 55 INVITING GUESTS BY EMAIL Your Vidyo system gives you the ability to invite guest to join your conferences For example you may want to invite a customer or a vendor to a VidyoConference If your invited guests don t have VidyoDesktop in stalled on their computers they ll be prompted to download it the first time they re invited to a conference 28 5 Using the VidyoPortal Home Page Guest users have these limitations m They can only join conferences they cannot start them m They can neither make direct calls nor can they receive them Bio To invite guests to your conference using the VidyoPortal home page simple click the Invite by Email link at the bottom right of the page When you click this link your default email program opens with a prewritten message in the system language that is set by your Administrator inviting the recipient s to join your room This is the message Hello You have been invited to attend a VidyoConference taking place in virtual meeting room IDISPLAYNAME at TENANTURL PIN To join as a Guest please click on this link ROOMLINK To join from a telephone using VidvoVoice dial this number DIALSTRING
60. roxy server checkbox and enter your IP address port user name and password 47 6 Using VidyoDesktop During a Meeting Selecting Which Devices to Use The Devices tab shows the speaker microphone and camera devices available on your comput you will probably rarely need to use this tab That s because VidyoDesktop comes with Automatic Device Selection This feature enables VidyoDesktop to automatically select the appropriate device based on your past selections owever Saro m T bon nae CEO For example let s say you re working at the office with a laptop that has its own built in camera However your company has invested in better devices such as the Logitech C910 and a ClearOne Chat 60 speaker phone VidyoDesktop will automatically select the C910 over your built in cam Likewise it will select the Chat 60 over your builtin audio Now let s say you re at home where you have a less expensive Logitech C 510 and a ClearOne Chat so When you start up VidyoDesktop on that computer it won t ask you where the Coxo and Chat 60 went It will au tomatically select the best devices you have It remembers what devices are on which machines and choos es the best available Of course you can always choose devices manually if you want to Other occasions when you may want to choose a device manually include Ifyou want to make a change to your audio or video device while a call is in progress The change will take place immediate
61. s that might be neces sary 46 6 Using VidyoDesktop During a Meeting Network In the Network section ofthe Configuration and Status page Do not change the numbers in the Media Port Range field unless directed to by your Administrator or other technical support person Do not change the Validate Server Certificate checkbox setting unless directed to by your Adminis trator or other technical support person VidyoProxy and Web Proxy 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 8o 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 Manager authentication AVidyoProny address is typically provided by the server ifthe server is configured to support NAT and fire wall traversal Ifa VidyoProxy address is available to the VidyoDesktop the VidyoDesktop first tries to con nect directly to the server If that fails it retries using the VidyoProxy as mediator and traversing the fire wall NAT on specific TCP ports Selecting the Always use VidyoProxy checkbox 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 The VidyoProxy can be used as fallback mechanism i
62. ser for the devices you use during VidyoConferencing such as your camera microphone etc 3 Definitions As a new Vidyo user it s helpful to have a basic understanding of the terms we use DESTINATIONS Destinations are places where you can interact with the VidyoConferencing System The following destina tions are described in detail in this document You can also refer to Chapter 1 for more overview information about the VidyoPortal VidyoDesktop and other Vidyo components VidyoPortal The server that provides audio and video communications services This is also the term used for the pages you use to set up your software and do other tasks Your VidyoPortal may appear in a web browser window or tab or simply as a free floating window on your screen VidyoDesktop The Vidyo software program running on your local computer enabling you to par ticipate in direct point to point one on one video calls and to participate in video conferences You see and hear others using your VidyoDesktop and they see and hear you There are VidyoDesktop versions for Windows Macintosh and Linux Endpoint A generic term for any device that can connect to the system Endpoints include desk tops and laptops running VidyoDesktop phones and tablets running VidyoMobile VidyoRooms VidyoPanorama and legacy devices USERS Anyone who uses the system is a user There are seven types of users These are the technical experts who r
63. sing VidyoDesktop for Linux We highly recommend that you download the latest drivers from the manufacturer s website and read the relevant Linux release notes nVidia http www nvidia com Download index aspx langeen us AT http support amd com us Pages AMDSupportHub aspx Intel http intellinuxgraphics org index htmt We have tested VidyoDesktop for Linux with graphics cards using these drivers BMD Catalyst 12 2 ChViaia 270 41 06 Dhvidia 295 20 Ubuntu systems can natively download and install proprietary graphics drivers through Ubuntu s Hardware Drivers utility which you can reach via System Administration Hardware Drivers These drivers have been tested by the Ubuntu community Features Not Yet Implemented in VidyoDesktop for Linux These features which are available in the Macintosh and Windows versions are not yet available in Vidyo Desktop for Linux Options Tab Multi language support Options Tab Full screen Start conference in full screen Options Tab Full screen Always display toolbar Options Tab Display Show participant names Video Tab Advanced options 450p20 720p15 720p30 Network Tal alidate server certificate option Network Tab Web Proxy configuration In call Share pop out In call Audio in and audio out energy levels display In call Far End Camera Control Self View mode preference not stored INSTALLING VIDYODESKTOP FOR
64. so add participants on the fly when you re in the Add Participants screen by clicking the Con nect button Using the Participant Controls The Control Meeting page provides controls for the individual participants in a meeting To view these con trols move the mouse over the area to the right of a participant s name 57 7 Using the Settings and Control Meeting Pages These controls are similar to the global controls but they affect only one user at a time They also keep you informed of the status of participants during a meeting For example when users mute their own sounds or choose 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 users that are connected and not connected Connected Users ju Pisconnect Disconnects the participant and puts them on the Not Connected list You can re connect the participant later Y Mate Participant Mutes the volume for the participant Unmute Participant Unmutes the volume for the participant y fale Video on off Tums the participant s video on or off When privacy mode is on using privacy the camera icon appears with a gray slash through it when privacy mode is off not using priva cy the camera has no gray slash When a participant is in privacy mode the icon remains visible until privacy mode is turned
65. stem tray In Ubuntu Unity the system tray is normally disabled by default When this is the case the installer will enable the system tray and add the Vidyo Desktop client to it but this change won t take effect until the us er logs out and logs back in SETTING UP AUDIO ON VIDYODESKTOP FOR LINUX In order for audio to work with VidyoDesktop for Linux the audio devices need to be set within the OS Prior to configuring the Sound Preferences determine which audio devices are going to be used This section describes how to check and set up the audio in Ubuntu Follow a similar process for other distributions VidyoDesktop for Linux uses ALSA to provide audio support It doesn t currently integrate with the PulseAudio sound server Consequently there may be conflicts if multiple applications attempt to use audio devices at the same time For Ubuntu 10 xx 11 x 32 bit and 64 bit prior to configuring the Sound Preferences determine which audio devices are going to be used The following are the most common options Playback Onboard speakers usually on a laptop Line out or headphone jack speakers or headset USB device Recording Onboard microphone usually on a laptop 67 8 Using VidyoDesktop for Linux Line in microphone sometimes coupled with a headset USB device Most USB headset devices can be configured within the VidyoDesktop interface without modifying the OS Sound Preferences However internal a
66. sy and you cannot contact that person with a direct call or invite him her to join your room You can join his her room if it is available not full or locked The Call Direct button is inactive In room The user is in his her own room You cannot call that person directly therefore the Call Direct button is inactive You can join that person s 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 his her own room and the room is full You cannot call that person directly or join his her room They can leave their room and join yours if they choose to In room room locked The user is in his her own room and the room is locked You can not call that person directly or join his her room They can leave their room and join yours ifthey choose to Ina PIN protected room The user is in his her own room and the room is PIN protected You cannot call that person directly but you can join his her room if you have the PIN They can leave their room and join yours if they choose 6 8 FF 23 5 Using the VidyoPortal Home Page fp ine The user is not logged into the VidyoPortal The Call Direct button is inactive You cannot place a direct call to that person but you can join his her room depending on its status fa tsay Tiss a legacy endpoint user type A conferencing system that uses older tech nology or a landline or cell phone JOINING A ROO
67. th VidyoPortal version 2 2 Vidyo has added VidyoDesktop for Linux to our stable of Windows and Mac clients It looks very much like the other versions as you can see from the screenshot below Following the recommendations in this chapter will enable you to most effectively use VidyoDesktop on Linux systems Installing and using VidyoDesktop for Linux requires a reasonable degree of proficiency in using and sup porting Linux OS based workstations SPECIFICATIONS This section lists the supported distributions supported desktop environments and system and video card configurations required to use VidyoDesktop for Linux It also lists the VidyoDesktop features that are avail able in the Windows and Mac versions but are not yet available in the Linux version Supported Distributions Vidyo officially supports the both the 32 bit and 64 bit versions of the following Linux distribution Ubuntu 10 04 10 10 12 04 and 11 10 Scientific Linux SLC 5 5 and 5 7 Fedora Core 14 15 and 16 Debian 5 0 and 6 0 3 Official support for other Linux distributions will be released in the future In the meantime if you re using VidyoDesktop on other currently unsupported distros we d like your feedback on any issues you discover You can use the Vidyo Linux Profiler described later in this chapter to provide us with helpful information 11 04 has exhibited stability issues 64 8 Using VidyoDesktop for Linux Desktop Environme
68. to make a direct call Calling a Legacy System A legacy system is a conferencing system that uses older video conferencing technologies Cell phones that don t have VidyoMobile installed and landline phones are also considered legacy systems Your Vidyo system must have the optional VidyoGateway component to interact with legacy systems To connect to a legacy system that has not been added as a user in the VidyoPortal you must enter its ex tension number followed by the IP Internet Protocol address of the legacy system To obtain the IP address ofa legacy system contact your Administrator 26 5 Using the VidyoPortal Home Page To call a legacy system 4 Inthe Contact Search field enter the extension number of the legacy system followed by its IP ad dress To obtain the IP address of a legacy system contact your system administrator 2 Click the Call Direct button Not For additional ways to dial to a legacy system see the VidyoGateway Administrator Guide VIEWING ADDING AND DELETING YOUR CONTACTS Ifyou have contacts that you meet with on a regular basis you can save them to your My Contacts list for easy selection You can also delete any of the contacts that you already have on your list Viewing Your Contacts The My Contacts tab displays the following Alist of contacts that match the search criteria you entered in the Search field The My Room button which enables you to join your own room fo
69. udio devices will need to be configured within the OS first Configuring Internal Audio To configure internal audio a Verify that VidyoDesktop is not running If itis right click on the icon and select Quit If there are any other applications running that are using audio close them 3 Open the Sound Preferences menu You can do this by going to System gt Preferences gt Sound as shown in the screenshot below 4 Select the Hardware tab For most machines at least one device should be available for internal audio Any other sound cards or USB devices will also show up here Not all machine configurations will display the Test Speakers button 68 A 8 Using VidyoDesktop for Linux Output volume H ote Sound efects Hardware input Outou Aplications choose a device ta configure E peas ssc Settings forthe salacted device sst speakers Profe Analog stereo Duplex close At the bottom of the window is a dropdown menu for Profile Click the Profile dropdown menu and select the appropriate profile for the machine being config ured In most cases Analog Stereo Duplex will suffice for standard laptop speakers or a Line out device Ifthe Test Speakers button is available click the button and then use the Test buttons to verify that audio playback is working correctly You should hear a soft tone when clicking the Test buttons Front Left Front Right
70. un the system Super Admin A Super Admin has administrative privileges and is responsi ble for general portal configuration including network settings components configuration maintenance backup and upgrades tenant configuration and global settings In a multi tenant system the Super Admin has full administra tive privileges above the Tenant Admin and all regular Tenant Admin rights Admin Tenant Admin An Admin or Tenant Admin has administrative privi leges The Admin or Tenant Admin can add delete manage users set up pub lic rooms and set up groups which define the maximum number of partici pants and bandwidth for users Operator An Operator can manage meeting rooms and normal users 3 Definitions You are here gt Normal Most users are Normal users As a Normal user you can join VidyoConferences hosted by others host and control your own VidyoConfer ences and place point to point video calls and voice only calls You can change own password set your own PIN code that invitees have to enter to join your VidyoConference and more You also have your own VidyoPortal set of Web pages which include a room where you can host VidyoConferences This guide is all about Normal users These are for VIPs Executive Desktops Let s say your system has 100 VidyoLines and five Ex ecutive Desktop user licenses Even if all 100 VidyoLines are in use your five Executive Desktop users can st
71. unicate with any other Vidyo system in the world except those in the list Someone in your IT department or Help Desk should tell you what kind of tist you re using and periodically let you know when a domain is added or deleted from the list Before placing an IPC call keep the following in mind In order to join the room of a user on another Vidyo system both systems must have IPC enabled You can t call a user of another Vidyo system directly point to point You can only join their room To place an IPC call 4 Inthe Contact Search field enter the Vidyo address of the person you want to call using this format user_name portal_name hhakston vidyo phu edu in Room Note Although this looks like an email address it s not Rather it s a unique Vidyo address Let s say this person whose name is Hugh Hakston uses the user name hhakston when making Vidyo calls from his VidyoPortal If he s on a different VidyoPortal from you when you want to call him you ll have to enter his Vidyo user name nhakston the sign and then the domain name of his VidyoPortal in this case it s vidyo phu edu One place you can find a person s Vidyo address is in guest email invitations to read more about inviting guests and to see a sample email invitation go to page 20 2 Click the Join Room button Remember that the Join Room button is the only way you can use IPC The Call Direct button will be dimmed You cannot use IPC
72. yoDosktop sonware Ifyou click the Update Now button your meeting automatically closes and you see a progress bar while the usual update process occurs When the update is finished the VidyoDesktop automatically restarts and you can resume VidyoConferencing 5 Using the VidyoPortal Home Page From the VidyoPortal home page you can join a meeting invite people to join your room and place direct point to point calls to other VidyoPortal users 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 My Contacts list for easy access You can also choose settings that deter mine the language the VidyoPortal displays configure other options and log out of the VidyoPortal The numbered callouts on the screenshot above correspond to the list below 4 User Status Icon User Name and Extension 2 Home Settings and Control Meeting links Contact Search field 4 Join Room button 5 Call Direct button 6 Add Delete Contact button for adding to or deleting someone from your Contacts list My Contacts Search Results tab 8 MyHistory tab 9 Invite by Email and informational links Each of these is explained in detail in this chapter SEARCHING FOR USERS OR ROOMS The Contact Search field on the VidyoPortal home page enables you to search for a user ot a public meeting room You can sea
73. you re using Italso features a display of any alarms which may include High CPU utilization limits quality of conference Ifyou see this alarm it means that CPU utilization has been elevated for an extended period of time You should try quitting applications other than VidyoDesktop If the problem persis Ifyou are using a camera with a USB connection make sure the camera is plugged directly into the computer and not to a USB port or docking station Ifyou are using a notebook verify that power management is set for high CPU performance Make sure the camera being used has been updated with the latest drivers available for it Make sure that your computer meets the minimum or recommended configuration for running VidyoDesktop Viewing the List of Attendees The Attendees tab shows the list of participants in the conference Note If you see small boxes instead of understandable text in the participants list the user s name is writ ten ina foreign language font that is not installed on your computer 45 6 Using VidyoDesktop During a Meeting Viewing Network Information The Network tab enables you to view network information This section contains technical information which for the most part you need not concern yourself with when using VidyoDesktop Feel free to skip it for now You may be asked by your system Administrator help desk or Vidyo Customer Support to read off what this tab says and make any change

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