HP Visual Collaboration Desktop User's Manual
Contents
1. HP Visual Collaboration Desktop User Guide HP Visual Collaboration Desktop v1 0 First edition November 2010 Legal notices Copyright 2010 Hewlett Packard Development Company L P The information contained herein is subject to change without notice The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services Nothing herein should be construed as constituting an additional warranty HP shall not be liable for technical or editorial errors or omissions contained herein Microsoft Windows and Windows NT are U S registered trademarks of Microsoft Corporation Printed in the US Contents ls Tea Om STR herr ile Uo re ENTE E to atte DE tT ree ers 5 Installing the Deskop Cheni cuceceancces lt nesseagcedaseaneatadessaneneuetdncetaesdedstinaneataduesaueenuetdndecnetadeacannoetedenadadenueidnentastadehtnnyeotss 5 System Te IS NS sues cqui mbend set e O E EA E AE a S Ea 5 Hard A MG 11S E T A EEEE IEE IA TA E T E SDN 5 Accessing the Visual Collaboration User Portal sse 6 UST Bao Ro E ITE EET N T T 7 ecin Be SVICES eee EIE E ee TE 7 Maradna mile RATIO ET OE OE out 8 STN he St NETS hae cucsce acre sem aera scearsevin dione E EE ANM A N E DINI A E UMP 8 Desks M TS I OMS ee ne ee ee ee ee 9 Getting a meeting up and running quickly NETTE E OT S 10 Tupes OL TOO E E E E A er rss E E E E ee E E Ner RN re 10 Types or INSE ING pe a T T 10 ST2. 3 Select Save Desktop client settings From the Desktop you can control the network device video and meeting options settings the Desktop uses when connecting to meetings 1 Right click Desktop icon in the system tray 2 Select Configuration Ap Configuration and Status Ls Sally Jones i sername y Jones C Attendees Status Alarms Viewing your meeting status If you are in a meeting the Status tab shows what meeting room you are connected to as well as any alarms to indicate a problems with the meeting Viewing participants in your room The Attendees tab shows participants who are in the same meeting you are in All participants in the meeting you are connected to are displayed Select Refresh to update the list of participants NOTE If you see small boxes instead of letters or characters the user s name is written in a language font not supported by your computer 21 Customizing Settings Changing device settings When you installed the Desktop client you selected your default speaker microphone and camera If you need to update or change these you can do this from the Devices page NOTE If the Desktop detects a new device when you join a call this menu opens automatically Changing video settings You can choose from several different video settings that affect how the Desktop encodes video It is best to leave the detault at Best Quality recommended Changing language and
3. LF paia m Accessina tne Visual C ollabhoration NF TAN FAC EN m V LIC I C IE DC JI 6 I 6b bu ness b w ww a I ed ET I Nw Y iw wW VAI bu esl ET WA IN esl I Vi I i ash I I tes When your system administrator adds you as a Visual Collaboration user you will receive an email with your User Name Password and a URL to access the website 1 Open a web browser 2 Browse to the address you received from your administrator fal Enter your user name and password and then click Log In The first time you log in to the website you are prompted to install the software Later on if there is an upgrade available you will be prompted to upgrade The latest software is always available on the User Portal N Visual Collaboration Desktop 2 x isn t running Install Desktop Installation and Configuration Installing the software Before you install the Desktop client software install the headset and camera according to the instructions that came with the devices The first time you log in you will see a message that Visual Collaboration Desktop is not running 1 Click Install Desktop to start the Installation Wizard 2 When prompted click I Agree to accept the license agreement 3 When installation is complete click Finish to close the installer The Desktop icon appears in the system tray i Selecting devices You need to select the appropriate speaker microphone and camera devic
4. RNING he Deskom ali N Nr ene eee een en ee ee ee eee 10 inviting paricipanis to d meeting EE TEE re tee tO QOO ee ee 11 Jeming G meeling mo ae registered USBE gana nee een ee 11 J ining a meeting as G GUES mete tener tre tere eer o DS Lo DLE 12 A DOU guest GIGI P OTIS e tended mMcDuME MM MTM MEMINI MT 12 ONA UCKNG SST IS NETTE OTT TET OE T TO TT 13 ICRI Ce Mo E TETTE EE vate dees sas E ODD LS 13 Adding d parieipant during G Meeting sssrinin Kad usi us iu tuto utis tst tan asd Eus ac a luxu PASE au ted 13 knowing wren ad how O CONNEC area vet E ETIN MERIDIE MINUM MEM MEME 14 B TIME OLAUS NET m 14 aieo eli 14 Calling another Uis lt 1 uere T eee 15 Starting a meeting with a legacy system sumnsassessesrrerrerrrsersnrerererrenrenersrrenerne rer enn aren Ux RERUM enar UI EMI UU en ennen nn 15 silere Tear AE ener were fer EA ere veer errs str r ee er ee 15 Closing ne Cen natet cere Nee eee t o ee er mmm 15 Manea na COn al ANNE EE E E INNER ere ree o D ree et DO E AE 16 Paana eona PII ae hte ee cn eee ee ee eee eee ee 16 RETO VIS 1G CONG eh oe TR E o o o E BRT 0 EET 16 Contr ling the Meshing Emronmen i aestu Et etin RIDERE GM EMI nee See net tec enter erent eee IUE 17 Managing layout share and view options sette se nerisanhaans orn tru ihe iiam vidtd iade 17 YONO EP OT NUNS cca cacy etree sn eens ga rte eta DO DO LO 17 Maximum VISWING CI iriiria niania
5. is PIN protected You cannot call them directly but you can join their room if you have the PIN code They can leave their room and join yours Offline The user is not signed in to the portal You cannot call them directly but you can join their room if it is not full or locked Legacy This is a legacy endpoint user type Like users the room status determines whether or not you can connect For example the room may be PIN protected locked or not accepting new participants This status e e e06099 Means this Empty No one is currently in the room and you can join it The Join Room button is active Full The room is fully occupied and cannot accept more participants The Join Room button Is inactive Locked The room is locked and you cannot join it The Join Room button is inactive Occupied The room is occupied but additional participants can join it The Join Room button Is active PIN Protected You must enter a PIN number to join the room The Join Room button is active The PIN is in the invitation email from the room owner 14 Managing Meetings Calling another user directly Calling a user directly begins a meeting in which only the caller and recipient can participate Unlike joining a meeting room no other participants can join this meeting 1 Search for the user or room or locate them in the My Contact list 2 Select Call Direct The Visual Collaboration Desktop opens and the
6. meeting options Normally the Desktop uses the same display language you selected in the User Portal If you want the desktop to use a different language than the portal you can select it from the Desktop Options page NOTE When you restart the Desktop the language will revert to the same language specified in the User Portal There are several global desktop options you can select from this tab Check this To do this Start Visual Collaboration Desktop on login The desktop will start on computer startup Auto Answer Enabled You do not have to accept invitations if you receive a meeting invitation and you are available you join the meeting automatically Play a tone when participants join or leave Sounds an alert when users join or leave a meeting Start Conference in Full screen All meetings begin in full screen mode instead of in a window Always Display Toolbar The meeting toolbar does not fade away in fullscreen mode 1 Select Options 2 Select the language and options 3 Select Save 22
7. P Visual Collaboration Desktop Visual Collaboration Desktop o Download the Desktop client from the Visual Collaboration website o It can be installed on any industry standard PC or laptop Visual Collaboration Executive Desktop o The Executive Desktop runs on the HP Touchsmart platform Managing Meetings Getting a meeting up and running quickly This section describes types of rooms and meetings starting the Desktop client sending meeting invitations and starting and joining meetings Types of rooms There are two kinds of Visual Collaboration rooms e A Visual Collaboration Room is a physical room containing the Visual Collaboration hardware controlled by the remote control e A Meeting Room is the virtual space where you connect to other users you connect to a meeting room using the Join Room button in the Visual Collaboration Room software Each Desktop user or Visual Collaboration Room has one meeting room Types of meetings There are two types of meetings e Direct calls also known as point to point meetings Only two users can participate e Multi point meetings More than two users can participate Starting the Desktop client It the Desktop client is not already running start it before you access the web interface 1 Click Start and then click All Programs 2 Click HP Visual Collaboration 3 Select Visual Collaboration Desktop The Visual Collaboration Desktop icon appears in the system
8. ennari tees oa eeepc ESA estes admi sacs She aaa Na an ERU iN 17 Guo gels l c i oe ee E i ee IDEM EUM ee 18 SO GON SM cometa tentant Oodd tus EE ee ee eee ee 18 Share ane VIEW o e caer nee eee nett eee E E ARN NS ee ee 18 Volume enda amena es to ht att htt a mt ht ae ee te en ee UN 19 genet SING GON ct tt ee i ht nt E OD 19 im SL IM EE ed ater ga stress Eo Oo oom 20 Uer go afe Se INO S III CT OO T T TO D TO TOT seers 20 io Tire rire yonr efo SWOTO E T TUE 20 S N sese GOES a nee eee ee een eee eee ee MENU IM 20 Changing the portal GIA GG GS ages westerns texas wc ances cetanciswebsusibantsbanchnnthtastecabaccisnanbantbansbunasatoptaeswerncsareigtbansbenes 21 Desktop client settings een 21 Viewing your meeting SOUS cscs C Senden 21 Viewing participants iN VOUR LOOM asssmerssssssresrrsrrsssresrrrssresrrerrrsrrs rr ser ed ron i eui ideo xta ede ot ba abd udis 21 Changing device sengo oriana nee ee Eee Ee ene en ee eee tap tote ene eee ee am eS 22 Changing video STING S isst uitae etinm n td fo sed anastasia E 22 Changing language and meeting options Installation and Configuration Installing the Desktop Client This section describes the following e Minimum system and hardware requirements e Accessing Visual Collaboration website to get the Desktop client sottware e Installing and starting the Desktop cl
9. es for Visual Collaboration Desktop to work properly 1 Right click the Desktop icon in the system tray and then click Configuration 2 Select your devices from the list of installed devices 3 Click Apply to apply the devices Configuration and Status Speakers 2 Logitech USB Headset Recommended Attendees Speakers Realtek High Definition Audio Network Echo Cancellation Devices Microphone E Microphone Gain Control Videa Options About Setup Managing Meetings Getting started The HP Visual Collaboration Desktop Client and the web based User Portal are software that allow you to participate in video conferencing meetings with your personal computer With these products you can perform the following tasks Start a meeting Join a meeting Place a direct call to one user in the system Invite users to a meeting Control a meeting Manage your contacts list Change personal settings The Visual Collaboration Desktop is software on your local computer that allows you to participate in meetings The desktop sottware allows you to manage meeting sharing and layout while a meeting is in progress The User Portal is a web based user interface It is your meeting Command Center where you start join and manage meetings D IMPORTANT You cannot access the User Portal unless the Desktop software is running on your local computer Managing Meetings Desktop versions There are two versions of the H
10. gn in to the portal and then click Control Meeting Select this To do this Add a participant to the meeting Connect all participants and start the meeting Disconnect all participants and end the meeting Lock the room so that no other participants can join Mute all participants Unmute all participants Remove all participants from the room Send an email inivitaion with a link to your meeting room Dxemwes t 19 Customizing Settings User Portal settings From the portal you can change your password meeting room link meeting room PIN and portal display language From the user portal Home page select Settings Ap Corvallis B4U_220 100123456 Account My Room Language About Changing your password You can change the password you use for signing in to the portal 1 Select Account 2 Select Change Password 3 Enter the new password in the Password and Confirm Password fields 4 Select Save Setting a secure access code You can set a secure access code room PIN to protect your room from entry by unauthorized users The room PIN is included with email invitations 1 Select My Room 2 Enter a PIN in the Room PIN field The Pin must be between 4 and 10 numerical digits 3 Select Save 20 Customizing Settings Changing the portal language The portal can display text in any one of eleven languages 1 Select Language 2 Select the language you want displayed
11. he list below the Add Participants field 5 Select Add Select Connect The user receives an invitation to join your meeting through their Visual Collaboration Desktop When they accept the invitation they join the meeting 13 Managing Meetings Knowing when and how to connect The user or room status determines whether you can place a call to that user join that user s room or invite that user to attend a meeting User Status The following table describes the user status icons These icons appear next to the user name in the contacts list This status amp e gt Q gt p s Room Status Means this Available The user is available for a direct call You can join their room or invite them to a meeting Busy The user is busy and you cannot call them directly or invite them to a meeting You can join their room if it is not full or locked In room The user is in their room You cannot call them directly You can join their room if it is not full or locked and they can leave their room and join yours In room room full The user is in the room and the room is full You cannot call them directly or join their room but they can leave their room and join yours In room room locked The user is in their room and the room is locked You cannot call them directly or join their room They can leave their room and join yours In a PIN protected room The user is in the room and the room
12. ient e Configuring your speakers microphone and camera System requirements Recommended configuration Windows to encode 640p 15 fps decode 720p 30 fps O O O O Microsoft Windows XP SP2 Vista or Windows 7 Intel Core 2 Duo 2 4 GHz or better or Intel Core i3 2 1 GHz or better 2 GB RAM System must support DirectX v9 Oc or later and fully support both DirectDraw Acceleration and Direct3D Acceleration Recommended configuration Windows to encode and decode 720p 30 fps O O O O Microsoft Windows XP SP2 Vista or Windows 7 Intel Core 2 Quad 2 66 GHz or better or Intel Core i5 2 4 GHz or better 2 GB RAM System must support DirectX v9 Oc or later and fully support both DirectDraw Acceleration and Direct3D Acceleration Hardware requirements The following equipment is required to use Visual Collaboration Desktop O O Industry standard PC or laptop Camera Logitech HP Pro Webcam B910 recommended Logitech Pro Webcam 9000 Microsoft LifeCam Cinema Web Cam Echo cancelling headset Logitech USB Headset H330 recommended Plantronics Audio 480 USB Headset HP PC Headset 860 Microsoft Lifechat LX 3000 Headset Optional speaker phone ClearOne Chat 50 Speakerphone recommended Installation and Configuration P fo pm e I n n E E E 7 E NS 7 f _ x I mm JR JR a dia im om ee I SJ m LR 4 1 AuTi 4M
13. lick the Layout button to switch between preferred and non preferred view mode Click the Down arrow to select a specific number of participants to vie Sharing content Select the Down arrow button to select an application or screen to share Share and view controls Use the following controls to manage what you and other participants see during a meeting Click this To do this a Maximize the meeting window to full screen view Click the Down arrow to select the application or display to share Click the Share button to toggle sharing on and off Click the Toggle Share button to cycle through shared content Click the Down arrow to select a specific shared view Turn self view on or off Allows you to see an image of yourself or not Turn your camera on or off Mutes your video so that others do not see you Does not mute audio 18 Controlling the Meeting Environment Volume and camera controls Use the following controls to set you speaker and microphone volume Click this To do this Click the Speaker button to mute and unmute your speakers Click the Down arrow to select a volume level FT Click the Speaker button to mute and unmute your microphone Click the Down arrow to select a volume level User Portal meeting controls In addition to the Desktop meeting controls you can also perform tasks from the web interface You access the Control Meeting page from the portal Home page Si
14. prompted install Visual Collaboration Desktop 2 x a Select Install Desktop b Select Run twice c Follow the instructions in the installation wizard 4 Select the camera microphone and speakers to use for the meeting NOTE If you are using a headset select it instead of microphone and speakers 5 Select Save Managing Meetings The meeting begins in the HP Visual Collaboration Desktop If you are the first participant to enter the meeting you will only see yourself About quest participants e Create one meeting link for all guests e The meeting link grants access to your meeting room only e Guests do not require user names or passwords e Guests can join your room before you start the meeting Managing Meetings Conducting Meetings Starting a meeting Atter you invite your participants you should enter your meeting room and wait for others to join you You do not have to be in the room first for others to enter it 1 Click My Room 2 Click Join Room Orme You can join your own meeting room from the Visual Collaboration Desktop icon Right click the Desktop icon and then select Start My Meeting Adding a participant during a meeting You can add invite a new participant to a current meeting 1 Select Control Meeting 2 Select Add Participants 5 3 Enter the user s name in the Add Participants field Ap Gerry Smith 1003008 GD Cant Cm My Room Punetha Kumar Select the user from t
15. t To add a contact do the following 1 Search for the contact under My Contacts 2 Click the desired contact to highlight it d 3 Click Add Contact The contact is added to the My Contacts list and will remain there until you remove it Contacts appear in alphabetical order and you may need to scroll to view them all Removing a contact It your My Contact list gets too long or if you no longer meet with a contact frequently you can remove that contact from your My Contact list 1 Search for the contact under My Contacts 2 Click the desired contact to highlight it Fe 3 Click Remove Contact The contact is removed from your My Contact list Controlling the Meeting Environment Managing layout share and view options Meeting controls appear at the top of the participant window The meeting controls allow you to manage layout to share and view content and to control the volume Viewing participants In Preferred mode the speaker or last speaker appears largest on the screen To toggle Preferred mode on or off click the Layout button Maximum viewing capacity To select a specific number of participants to view click the drop down arrow on the Layout button This applies only when three or more participants are in a meeting The maximum number of participants that can be viewed is eight plus self view 17 Controlling the Meeting Environment Layout controls Click this To do this C
16. tray 4 Right click the icon in the system tray and then click Place a Call The Visual Collaboration Home page opens iA My Contacts My Room Managing Meetings Inviting participants to a meeting You can invite participants to a meeting by sending a room link via email NOTE Participants do not have to be a Visual Collaboration registered user You can invite Guest users who do not have the Desktop client installed Right click the Desktop icon in the system tray and then click Place a Call 2 Select the Invite by Email link at the bottom of the Home page If you are prompted to create a link to your meeting room select OK 3 Enter the email addresses of your attendees and then click Send Punetha Kumar Alan Finley Subject Join My Meeting Joining a meeting as a registered user To accept a meeting invitation as a registered user do the following 1 Click on the link in the email invitation The meeting log in screen appears 2 Enter your User Name and Password and then click Join Guests Registered Users Password o Join Forgot your password Join 11 Joining a meeting as a guest To accept a meeting invitation as an unregistered guest do the following 1 Click the link in the email 2 Enter your name in the Guest Name field and then click Join Guests Registered Users Join Forgot your password Join 3 f you are
17. user receives a pop up invitation Starting a meeting with a legacy system If you are unable to find a legacy system on the portal Home page you can call it directly To connect to a legacy system you must know the system s extension or IP address Contact your system administrator for this information 1 Enter the extension or IP address on the portal Home page 2 Select Call Direct The Visual Collaboration Desktop opens and the legacy system receives an invitation The user selects Answer to connect to the meeting Signing out Sign out from the Management Portal to close the interface You will still be connected to the Visual Collaboration system and be able to receive incoming calls 1 From the Management Portal select Log out 2 Select OK Closing the client You can exit the Visual Collaboration Desktop to avoid receiving incoming calls 1 Right click Control click for Macintosh the Desktop icon in the taskbar or dock 2 Select Quit 15 Managing Meetings Managing contacts Contacts are users and rooms with which you can hold meetings They appear on the My Contacts tab on the Home page Ap Corvallis_B4U_220 100123456 3x Setti Select from list or OK for keyboard JoinRoom C i amp My Contacts My Room When you first use the room the contact list contains your room only If you meet with a contact regularly you can add that contact to your personal My Contacts list Adding a contac
Download Pdf Manuals
Related Search