VideoCam Communicator (VCC)
Contents
1. then Camera to open the camera tab 3 Select your camera from the drop down list 4 Select the resolution If you have limited bandwidth choose Low 5 Select the frame rate 20 or 25 are good choices as they balance quality with bandwidth consumption 6 Select the aspect ratio and orientation The preferred choice is 16x9 and portrait 7 Click Save AUDIO 1 Open VCC 2 Click on Settings then Audio 3 Select and test the microphone and speaker s Try to keep the meter in the green range shown on the test DO NOT use the microphone or speakers that came with your computer Use either a speakerphone or headset pg 9 VCC User Guide 2011 VideoCam Communicator ne Q 3 OPENING MANAGING AND CLOSING VIDEO SESSIONS ENTERING A VIDEO ROOM To enter a video room 1 Open VCC 2 Click on the video room you wish to enter 3 Click Call Guests cannot enter a video room until the host has entered and will hear a message to that effect SENDING AND RECEIVING VIDEO AND FRAMES Click on the V and or F next to the names of the participants whose video streams and or frames you wish to view Clicking turns the button for that participant green After a few seconds a video or frame will appear in a separate window Click V or F again and it will turn yellow and the video or frame will disappear You will still receive2. Click Options then Open Frame then Menu TIPS O Make sure that your location is quiet and has bright but diffuse lighting and neutral wall furniture and floor covering colors O Turn off any applications you won t need during the video session Turn off Windows Update and anti virus and other automatic updates for the duration of the session O If the bandwidth available to you is limited open video from other participants only when needed pg 5 VCC User Guide 2011 VideoCam Communicator PRE a THE VIDEOCAM APPLICATION VideoCam Communicator VCC enables you to host or participate in video conferences or broadcasts Please take a moment to become familiar with it and have it open as you read this User Guide The free download is at http www vcrooms com videocam php But even before downloading the first step is to make sure that your computer meets VCC requirements See Desktop and Laptop Computer Requirements for details The VCC application has two interfaces Join a Video Session and Manage a Video Session JOIN A VIDEO SESSION When you first open VCC you will see Join a Video Session It has four menus at the top and two buttons at the bottom There is also a light beneath Join a Video Session that indicates the health of your system and session If the light is red click it to see what issues you are having Join
3. a Video Session JOIN A VIDEO SESSION MENUS O File allows you to add and edit video rooms send an invite play a session you have recorded O Settings to set up your camera and microphone and speakers O Help access online support and automatic updates run the VCC system test and troubleshoot O My Account for prepaid account holders takes you to the VideoCam Website to see your account status or recharge your account balance JOIN A VIDEO SESSION BUTTONS O Options see below O Call opens a selected video room from the list that appears on the table pg 6 VCC User Guide 2011 VideoCam Communicator Q Cam JOIN A VIDEO SESSION OPTIONS O Local Video this enables you to see how you will look to others It is highly recommended that you open this option before the session so that you can adjust your camera if necessary You can adjust your camera settings from this location also O Mute Audio click this if you prefer to join the video session with your mute on O Open Frame this allows you to set up your frame prior to the session The other options are grayed out but will be available once you are in a video session They are explained later in this guide MANAGE A VIDEO SESSION Once you have entered the video room you will see the Manage a Video Session You will also see a list of participants If you are a guest in a broadcast session you will only see t
4. camera Click on Options then click Open Frame This opens a red bordered frame on your desktop You will see a Menu button use it to select the type of frame to share O Open the Media File if you wish to show a DVD or other file O Use Auxiliary Camera if you wish to send the video of an object as well as your own image You will need to have installed two webcams to use this feature O Use Capture Window to set the frame at the borders of any file or object you have open You can move and size the frame as you would any Windows frame Anything in the frame will be displayed To use a whiteboard open Microsoft Paint under Accessories in Windows or any drawing program you prefer and choose it under Capture Window Note that if you wish to send a PowerPoint with audio you must use the 2010 version of the application CHAT MESSAGING To send chat messages click the Chat button A chat window will appear use it as you would use any other chat program DIAL IN AND DIAL OUT HOSTS ONLY As a host you may wish to call someone who does not have access to a computer Click Options then Dial Out to conference them into the meeting Selecting Dial Out opens a dial pad The dialing convention is Country Code Area City Code Number For example you would enter 12319290970 for a call to area code 231 in the U S You may use either the dial pa
5. 2 69 54 94 17 69 54 94 33 SIP UDP 20203 69 54 94 17 69 54 94 33 Encryption Key TCP 3406 69 54 94 17 69 54 94 33 Audio UDP 10000 20000 69 54 94 17 69 54 94 33 Video UDP 20224 20240 69 54 94 17 69 54 94 33 pg 17 VCC User Guide 2011 VideoCam Communicator SUPPORT CONTACTS TECHNICAL SUPPORT O In the U S dial 888 827 6667 O it vcrooms com BILLING QUESTIONS O 888 827 6667 O scheduling vcrooms com O Billing support is available Monday Friday 8 30 AM 5 30 PM US Eastern Time pg 18 VCC User Guide 2011 VideoCam Communicator
6. OCK SPEED 16 OPERATING SYSTEM 16 MEMORY 16 MICROSOFT NET FRAMEWORK 16 AUDIO CARD 16 VIDEO CARD 16 NETWORK SETTINGS 17 pg 2 VCC User Guide 2011 VideoCam Communicator Carm FOR SYSTEM ADMINISTRATORS 17 FOR HOME SOHO ROUTERS 17 SUPPORT CONTACTS 18 TECHNICAL SUPPORT 18 BILLING QUESTIONS 18 pg 3 VCC User Guide 2011 VideoCam Communicator Quick Start Guide INVITE GUESTS HOSTS ONLY Open VCC Choose the Video Room ID Click File then Send an Invite Enter the Guest PIN not your Host PIN Leave Screen Name blank Select Date and Time from the drop down menus Click Send VCC will generate an invitation email you can send to your guests NOUR UN H VERIFY YOUR EQUIPMENT You will need a suitably equipped computer a webcam and a headset or speakerphone to use VCC See Desktop and Laptop Computer Requirements in this guide for details INSTALL THE VIDEOCAM APPLICATION 1 Click the following link or copy and paste it into your browser http www vcrooms com videocam php 2 Accept the End User License Agreement by checking I Agree and then clicking Submit 3 Click Start Download 4 Click Run to install CHECK YOUR CAMERA 1 Open VCC 2 Click the Settings then Camera 3 Select the parameters 4 Click Options then Local Video Adjust the
7. VideoCam Communicator VCC USER GUIDE VERSION 4 5 QUICK START GUIDE 4 INVITE GUESTS Hosts Only 4 VERIFY YOUR EQUIPMENT 4 INSTALL THE VCC APPLICATION 4 CHECK YOUR CAMERA 4 CHECK YOUR AUDIO 4 Set Up a Video Room 5 OPEN THE SESSION 5 OPEN VIDEOS AND FRAMES 5 SHARE YOUR DESKTOP 5 TIPS 5 THE VIDEOCAM APPLICATION 6 JOIN A VIDEO SESSION 6 JOIN A VIDEO SESSION MENUS 6 JOIN A VIDEO SESSION BUTTONS 6 MANAGE A VIDEO SESSION 7 MANAGE A VIDEO SESSION OPTIONS 7 VIDEO ROOMS 8 SETTING UP A VIDEO ROOM 8 EDITING VIDEO ROOM SETTINGS 8 DELETING A VIDEO ROOM 8 GETTING READY FOR A VIDEO SESSION 9 CAMERA 9 AUDIO 9 pg 1 VCC User Guide 2011 VideoCam Communicator Cam OPENING MANAGING AND CLOSING VIDEO SESSIONS 10 ENTERING A VIDEO ROOM 10 SENDING AND RECEIVING VIDEO AND FRAMES 10 MANAGING PARTICIPATION HOSTS ONLY 10 CHECKING ON VIDEO FROM ANOTHER PARTICIPANT 10 USING VCC FEATURES 11 FRAMES 11 CHAT MESSAGING 11 DIAL IN AND DIAL OUT HOSTS ONLY 11 RECORDING AND PLAYBACK 12 TIPS ON USING VCC WITH A COMPUTER 13 CONFERENCE ROOM USER CONFIGURATION 14 NETWORK 14 EQUIPMENT 14 DESKTOP AND LAPTOP USER CONFIGURATION 15 NETWORK 15 CAMERAS AND HEADSETS 15 SPEAKERPHONE 15 A NOTE ON USB DEVICES 15 DESKTOP AND LAPTOP COMPUTER REQUIREMENTS 16 PROCESSOR 16 CPU CL
8. ably because your computer s processor is taxed Just close one or more video windows You cannot be in an VCC session and play a recording at the same time Recording of others audio and or video may not be permitted by the laws of your state You are responsible for abiding by such laws which may include an obligation to notify others that you will record their audio and or video and may require their prior consent to such recording pg 12 VCC User Guide 2011 VideoCam Communicator e Cam TIPS ON USING VCC WITH A COMPUTER Even if your computer meets the system requirements you may still encounter performance issues The goal is to operate your computer so that as many of its resources as possible are available for your video session It is especially important to make sure that there are no other SIP applications running examples are Skype 3CX etc Here are a few suggestions 1 Reboot your computer before you begin a video session 2 Make sure VCC is the only application running during the video session Unless you must run other applications it is best to shut them down This includes email your Web browser and anti virus and anti spyware software If you are uncomfortable with shutting down the latter set them to run at the lowest security levels and turn off automatic updating 3 Turn off automatic updates for Windows and other applications 4 Turn off Windows visual effects Windows includes various visu
9. adphone s SPEAKERPHONE ClearOne Chat 50 A NOTE ON USB DEVICES If you choose a USB device it will come with drivers Once you have installed the drivers 1 Go to Start gt Control Panel 2 Open Sounds Vista or Sounds and Audio Devices XP 3 Choose the device and set it as Default As to cameras USB is limited in the amount of information it can handle So it is best to set your camera at the lowest resolution possible consistent with the demands of your video session but no higher than 640 x 480 pg 15 VCC User Guide 2011 VideoCam Communicator DESKTOP AND LAPTOP COMPUTER REQUIREMENTS PROCESSOR O If you wish to send video at resolutions of up to 1280x720 Intel Quad Core O If you wish to send video at resolutions of up to 640x480 Intel Dual Core CPU CLOCK SPEED O 2 GHz or higher OPERATING SYSTEM O Windows XP SP 3 or higher O Vista SP 1 or higher O Windows 7 You may also use VCC with a Mac if you install it in Parallels or another Mac approved virtual machine MEMORY O 1 GB or higher for XP O 2 GB or higher for Vista or Windows 7 MICROSOFT NET FRAMEWORK O 3 5 SP1 or higher The VCC application will install NET if it does not find it on your computer AUDIO CARD O Physical or onboard VIDEO CARD O 256 MB with acceleration pg 16 VCC User Guide 2011 VideoC
10. al effects Turning these off will improve your computer s performance a Click Start and then right click on My Computer and choose Properties b In Windows Vista choose Advanced system settings in XP choose Advanced in Windows 7 choose Advanced system settings c Under Performance click Settings d Choose Adjust for best performance You can turn these effects back on later but keeping them off will also improve your computer s performance when you are not using VCC If you are an advanced user use Task Manager to choose processes to shut down If you notice that the video streams you receive begin to break up or if others in your video room tell you that the video stream you are sending is breaking up it is usually because your computer s processor CPU is being overworked To see if this is happening 1 Right click on the Task Bar usually at the bottom of your screen 2 Select Task Manager 3 Select the Performance tab which provides information about CPU and memory utilization If the CPU utilization is 70 or higher make sure that you close as many other applications running on your computer as possible 4 Select Task Manager and then the Applications tab 5 Close the applications you don t need during the session If this does not improve the situation stop sending video 1 Open Video 2 Click the Send Video butt
11. am Communicator i a iC O Q 3 DESKTOP AND LAPTOP COMPUTER REQUIREMENTS FOR SYSTEM ADMINISTRATORS Make sure that you will have enough bandwidth to accommodate video services See http www vcrooms com fourwaystosave php http www vcrooms com vccrequirements php Please add 69 54 94 to your router and or firewall access lists Set the MTU at 1 500 if possible if not at 1 420 Lower MTUs increase overhead and therefore bandwidth requirements Be sure that your routers and switches are set up for quality of service The settings vary by vendor so contact your vendor for the commands that need to be entered FOR HOME SOHO ROUTERS The best practice is to bypass your router and connect your cable or DSL line directly to the computer you will be using with VCC DO NOT use VCC over a wireless home SOHO connection as it usually results in much degraded audio If you must use a router choose the factory default settings On some routers the following settings must be disabled O Any SIP settings including a SIP application layer gateway ALG O Stateful packet inspection SPI firewall If you are having problems and if you are an advanced user Please ensure that the following ports are neither blocked nor forwarded to a specific destination Description Protocol Outbound Port Destination IP Range Login TCP 80 69 54 94 17 69 54 94 33 Client messaging TCP 2020
12. atter will generally be your name or email address 4 Click Save then Close and the video room will be ready to use EDITING VIDEO ROOM SETTINGS 1 Open VCC 2 Go to File 3 Click on Add Edit Rooms 4 Click Edit 5 Change the information as desired 6 Click Save then Close to save your changes DELETING A VIDEO ROOM Open VCC Click on Add Edit Rooms Click on the video room you wish to delete Click Delete A message will appear asking if you really wish to delete the video room Click Yes and the video room will be deleted Click Close If you delete a video room and wish to use it again you will need to set it up as if it were a new video room O U1 BR YU NH pg 8 VCC User Guide 2011 VideoCam Communicator Q Cam GETTING READY FOR A VIDEO SESSION For the best experience prepare your computer to ensure that as much of its resources are available for video as possible See the section Tips on Using VCC with a Computer Turn off your screen saver to avoid interrupting your video session It is also recommended that you run the system test before each session To do so choose Help then System Test CAMERA Before you add a new camera be sure to close VCC so that the new camera will appear on the list of cameras when you open VCC again 1 Open VCC 2 Click Settings
13. audio even if you do not choose to see any video streams Adjust the size of the image if you wish Simply drag the border with your mouse as you would normally do in Windows Please note that images transmitted in low resolutions do not appear clear and crisp when they are expanded Once the video session is over click Hang Up Video rooms close in any case whenever the host leaves MANAGING PARTICIPATION HOSTS ONLY As a host you are able to exclude guests whom you do not want to attend your session To do so click the red X to the right of the guest s name The guest will be dropped from the video room CHECKING ON VIDEO FROM ANOTHER PARTICIPANT You will see a button labeled i in the control bar at the top of each video window Click this button and the bottom control panel will open showing information about that remote site You will see a light on the lower right hand side If it is red that site is not sending video pg 10 VCC User Guide 2011 VideoCam Communicator Q Cam USING VIDECAM FEATURES VCC includes video chat messaging and desktop sharing for interactive sessions e g video conferences For broadcasts only the host can send video and audio and use desktop sharing broadcast guests can see and hear the host and communicate using chat FRAMES Use frames to share a portion of your computer desktop display a media file or add another auxiliary
14. d or your computer keyboard to enter numbers If you wish to dial out to more than one number wait until the first number you dialed appears on the participant list and then click New to make another call To enter extensions for example be sure to click on the appropriate phone number on the participant list before entering the extension on the dial pad or keyboard pg 11 VCC User Guide 2011 VideoCam Communicator Q Cam Hosts can also arrange for guests to dial in Guests call a number which VideoCam provides key in the host s room number and PIN and you are placed into the session RECORDING AND PLAYBACK VCC includes an option to record and play back your session To record click Options and then Record Session A new tab will open Click Record and you will be asked to name a file and indicate where you want to store it Then follow the instructions on your screen Please note 1 If you stop as opposed to pause a recording you cannot restart you must open a new file O VCC records only open video windows O Audio is recorded at all times To play back a recorded session click File then Play Recorded Session and browse to the file you created it is in the format VCC Please note that you need to use a computer that meets VCC requirements to receive the full benefits of playback If you notice a lack of synchronization between the audio and the video it is prob
15. he name of the host Cam Manage a Video Session File Settings Help My Account All Participants A User Host Another User You will see the same menus as on the Join a Video Session interface You will also see two buttons at the bottom Options and Hang Up To the right of these buttons are two lights which indicate whether you are transmitting sending video left light or frame right light MANAGE A VIDEO SESSION OPTIONS In addition to the options discussed earlier you will see O Dial Out this option is for hosts only and allows you to call a participant who cannot use the VCC client O Mute use this to mute your audio O Chat allows you to chat during the VCC session Chat may be either private or public O Record Session allows you to record the video session pg 7 VCC User Guide 2011 VideoCam Communicator P i j x O Q 3 VIDEO ROOMS SETTING UP A VIDEO ROOM When you signed up as a host or when your host sent you an invitation to join a session you received the following information O Video Room ID O Host PIN host only and or O Guest PIN Once you have this information the next step is to set up your video room To do so 1 Open VVC 2 Go to File and then click Add Edit Rooms 3 Enter the settings information you received You may use any name you wish for Video Room Name and for Your Screen Name the l
16. on so that it turns red To start sending video again click the Send Video button so that its border turns green pg 13 VCC User Guide 2011 VideoCam Communicator Vide Cam CONFERENCE ROOM USER CONFIGURATION i CS In addition to the information provided below be sure that the environment of your conference room will produce the best video experience O Quiet O Diffuse but consistent lighting O Neutral colors for furniture walls floor coverings and participant apparel NETWORK One or more dedicated T 1 connection s to VideoCam depending on resolution and number of participants EQUIPMENT VideoCam s all inclusive conference room equipment bundles offer plug and play convenience at a significant savings over comparable systems They re perfect for boardrooms classrooms and other group settings For more information visit http www vcrooms com videocam php pg 14 VCC User Guide 2011 VideoCam Communicator Th O O 3 DESKTOP AND LAPTOP USER CONFIGURATION Please be sure that the area is well lighted and quiet NETWORK O Office dedicated T 1 connection s to VideoCam O Traveling or at home broadband CAMERAS AND HEADSETS DO NOT use the camera microphone or speakers in your computer You may use either a headset or a speakerphone Almost any headset will work as long as it includes both the microphone and the he
17. position of your camera as necessary so that it shows you the way you want others to see you 5 Click Camera Set Up if you wish to change your camera settings CHECK YOUR AUDIO 1 Click Settings then Audio 2 Select the speakers and microphone you will be using from the drop down menus 3 Test the speakers and microphone and adjust their levels with the sliders if necessary 4 Click Close pg 4 VCC User Guide 2011 VideoCam Communicator Q Cam SET UP A VIDEO ROOM 1 Click File then Add Edit Rooms 2 Click Add 3 Enter the information requested as provided by your host The Room Name and Screen Name are your choice 4 Click Save 5 Click Close OPEN THE SESSION 1 Select the Room Name from your list 2 Click Call the session will begin when the host arrives OPEN VIDEOS AND FRAMES 1 Click the yellow V next to a participant s name to open his her video window The V button turns green when activated 2 Click V again to close the window you will still receive audio 3 Use your mouse on the top of a window to reposition it on your desktop 4 Resize by dragging the edges with your mouse Do the same for frames by clicking the F next to the participant s name Note Your Screen Name will not appear on your list but it will be displayed to other participants SHARE YOUR DESKTOP 1
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