OfficeSuite HD Meeting™ User Manual
Contents
1. cc Broadview WELCOME TO BROADVIEW NETWORKS OFFICESUITE HD MEETING OUR SERVICE UNIFIES CLOUD VIDEO CONFERENCING SIMPLE ONLINE MEETING AND MOBILE COLLABORATION INTO ONE EASY TO USE PLATFORM OUR SOLUTION OFFERS THE BEST VIDEO AND WEB SCREEN SHARING QUALITY ACROSS WINDOWS MAC IOS AND ANDROID PLATFORMS Getting Started You should have received an email that will confirm who you are by asking you to Click here to activate your account You ll be asked to enter your account password and type the new password a second time to confirm you typed it correctly Click the Go button Confirm your Name Phone Number and Company information and click the option boxes that you wish to activate followed by the Save Changes button on the Profile screen Note Save this link to your favorites This is the link you can use to update your profile at any time you wish OfficeSuite HD Meeting will automatically download a desktop application onto your computer Depending on your browser you may have to open the downloadable file on the bottom left of your web browser Follow the on screen prompts to complete the download if it doesn t download automatically Desktop Application You will see a new icon on your desktop shown Page 2 wow broadviewnet com Double click the amp icon to open the main dialog box shown The default tab is Home Test User Pro Account Y c5 Screen Share Meet Now U U Schedule Join This dialog box all2. Play video Selecting Play from your desktop application will play the saved meeting with your default media player Open Selecting Open will allow you to view your saved file in your device or computer s folder Delete After deleting your saved recorded meeting it will still be saved to your local device or computer Page 21 RECORDING FORMATS After you have ended your meeting your recorded file will be converted and saved to your local device computer You will have four 4 different file types to choose from MBU playlist A playlist to play the individual MP4 files Windows only MP4 ile Video file or split video and screen sharing files Windows and Mac MAA file A single audio only file VLC player MP4 file A single file for video and screen sharing view via VLC Player Windows MP4file A single file for video and screen sharing Mac Only Note The VLC Player MP4 file and single MP4 Mac file can also be opened by Quicktime player You can convert the file to MOV and edit using iMovie CHANGE THE LOCATION OF STORED RECORDINGS You can change the location of where your recorded meeting file is stored on your computer Open the desktop application and click the Settings button On the left menu click the Recording option From here you can Change where your recorded file will be stored Select an option to pop up a location selection each time a recorded meeting ends Q Audio Recording m Vide
3. you can make the ID your phone number Follow these steps to customize 1 Open your OfficeSuite HD Meeting desktop application or mobile app Click on the Meetings button on the Home page as shown below 2 Then click the edit button as shown below Upcoming Recorded e Personal Meeting ID PMI 012 345 6789 Always use PHI for instant meetings on this computer Sam cen Cony 3 Then click Change your Personal Meeting ID as shown below 012 345 6789 Screen Share Meeting Video does not start automatically ideo Mecting Video starts automatically Meeting Options C Require meeting password Enable join before host Close Save 4 Click Copy to copy your Personal Meeting URL to paste into Email SMS IM invitation etc as shown below Upcoming Recorded e Personal Meeting ID PMI 012 345 6789 Always use PHI for instant meetings on this computer bima lazing cr j Page 28
4. OfficeSuite HD Meeting information to access your newly scheduled meeting is automatically populated Simply add invitees to the meeting invite and send at the date and time you have designated Note Non recurring meeting ID s will expire 30 days after the meeting is started You can re start the same meeting ID as many times as you would like within the 30 day window Note Recurring meeting ID will expire 365 days after the meeting is started on the first occurrence You can re use the meeting ID for future occurrences within the 365 day window Join a Meeting There are many ways to join a meeting 1 Join by answering a video meeting Just like answering a phone call simply Accept the call You can also Decline if you re unable to join See the image below to view this screen Test User is calling Page 12 wwebroadviewnet com 2 Join via your desktop application Test User Pro Account v Screen Share After clicking the Join icon as shown above a new window will open Enter the meeting ID of the scheduled meeting you are trying to join in the space provided followed by your name and click the Join button as shown on the screen below Please enter your meeting ID and your name Meeting 1D Your Name Fest User Jom Page 13 wwwebroadviewnetcom 3 Join via URL link in meeting invite Each meeting invite comes with a link that allows participants to join simply by clicking on it
5. Participants will be taken right into the meeting without a need to enter the meeting ID first Users may be asked for their name if that s required by the host as a way to identify everyone on the call 4 Join via IM Chat The meeting invite link can also be applied to a chat session A participant can click on the link to open the meeting from the Chat application 5 Join via the http meeting broadviewnet com webpage Click on the Join a Meeting button Enter your Video Meeting ID to join as shown below Join Video Meeting ween ec 6 Join using Dial in from your phone You can join a meeting via teleconferencing by using your landline or mobile device by dialing the number provided in the invitation you received You will be asked to enter the meeting ID Note If you are already in the meeting via a computer for the screen share video portion you will also be asked to enter your 2 digit participant ID number so that your access to the meeting is synchronized If you do not enter via computer and don t know your participant ID do not enter anything on your phone and you ll be placed into the call as a Caller only Inviting Others to Join Your Meeting There are many ways to invite participants onto your hosted calls 1 Schedule an invite via your desktop application Open your desktop application and click the Schedule icon After you finish setting up your meeting the calendar you choose will open with you
6. screen SWITCHING WINDOWS DURING SCREEN SHARING During screen sharing you can switch between different windows or desktop by moving the cursor on your screen over the Meeting Options Bar at the top of your screen as seen below Click the Share menu option Pause A new dialog box will appear showing the screens you currently have open as show below x Show al yandows Desktop 1 Click the Show all windows link to expend the screen selection if you have more than 3 applications open Click on the screen you now want to share By sharing your Desktop either 1 or 2 ifyou have split screens you can show anything you open or already have open on that screen Other options during screen sharing include Mouse keyboard control Annotate Record Pages wwvibroadviewnet com Mute Chat Show participant list Open video Pause the screen sharing STOP SHARE To end your screen share meeting simply select Stop Share and then select End Meeting for All Note Ifyou started your video screen share when you click Stop Share your meeting will return to the Video Meeting mode SWITCHING TO VIDEO MEETING If you would like to add video during screen sharing click the Start Video menu option as seen below Video Layouts There are 4 video layouts for single monitor systems Window View Full Screen View Gallery View Mini View For Dual monitor setup you can view your screen shar
7. your scheduled meeting Delete Selecting delete will permanently delete your scheduled meeting Copy URL You can copy your scheduled meeting s URL and manually paste into an email IM SMS etc Note Ifyou do not see your scheduled meeting click the refresh tab in the upper right hand corner to update refresh the meeting list Page 16 www broadviewnet com Settings You can find the Settings tab in the main dialog box or in the in meeting menu bar After clicking on Settings you will have the following options Audio You can test select and adjust your speakers and microphone in the audio section We suggest that you do this prior to your meeting for the best meeting experience Video You can test and select your video camera for the best HD experience based on the video cameras available to you General You can select additional preferences Feedback We welcome any suggestions questions comments or feedback that you may have on making this product even better Recording You can browse or open your stored recordings all recordings are stored on your local device computer Page17 wwvibroadviewnetcom What You Can Do In a Meeting When you have started or joined a meeting you can perform the following actions from the menu bar located at the bottom ofthe meeting window move your mouse to toggle Invite more people to join by Email IN SMS mobile users or via meeting ID link Screen s
8. and microphone in the audio section We suggest that you do this prior to your meeting for the best meeting experience Video You can test and select your video camera for the best HD experience based on the video cameras available to you General You can select additional preferences Page 23 Feedback We welcome any suggestions questions comments or feedback that you may have on making this product even better Recording You can browse or open your stored recordings all recordings are stored on your local device computer Account You can see what version of the software you currently have You can also upgrade or manage your account details Getting Started With IOS and Android OfficeSuite HD Meeting works on your iPhone iPad or any other iOS device and Android devices You can download the OfficeSuite HD Meeting app from the Apple App Store or GooglePlay Simply type OfficeSuite in the search option and select the conferencing app When you have the OfficeSuite HD Meeting app installed tap the OfficeSuite HD Meeting application icon on your mobile device to open the meeting controls In the meeting controls you can enable Contacts Enabling contacts will allow you to invite family friends and colleagues that already exist in your contacts list Note Adding contacts to your OfficeSuite HD Meeting app will allow you to invite others quickly into an OfficeSuite HD Meeting and send one on on
9. e Page 25 associated with your account Note Linking your account will also allow you to find more contacts and use features like Personal Meeting ID Se Um G ce oe mum SETTINGS When you ve completed linking your account you can access more OfficeSuite HD Meeting features and settings for your mobile device In Settings you can Add a profile picture and choose a screen name View your Linked account View your personal 10 digit meeting ID See what version of OfficeSuite HD Meeting you re using Send us feedback Spread the word about OfficeSuite Add already existing contacts from your mobile device Receive pop up notifications from IM messages Enable Disable Safe Driving Mode Connect OfficeSuite HD Meeting to another computer device using Airplay Page 26 Note Your screen name will show as your name in your OfficeSuite HD Meeting application Personal Meeting ID PMI Personal Meeting ID PMI is assigned to you automatically as a permanent virtual room You can start it at anytime or schedule it for a future use Your Personal Meeting ID becomes your Personal Meeting URL eg https meeting broadviewnet com j 5551112222 TUUNREDG PN TT a Email Password Settings Not Set 1d Account Version 2534521 12 Send Feedback Ell Loor win Googie Login with Facebook Page27 If you are on a Paid plan you can customize the 10 digit ID For example
10. e or group messages Click the Contacts button on the bottom of the screen Then enter your number in the Phone number field as seen below Page 24 OfficeSuite HD Meeting will send you a message with your verification code that you can then enter to verify your phone Now you re ready to start inviting your contacts Select Invite to choose which contacts you would like to add You can also select Chat and choose someone you would like to send IM messages to MEET NOW JOIN SCHEDULE UPCOMING MEETINGS Meet Now Will allow you to start an instant meeting and invite up to 25 participants Join Will allow you to enter a 9 digit meeting ID and instantly join another host s meeting Schedule Will allow you to set up a future OfficeSuite HD Meeting Upcoming Meetings View all of your future scheduled meetings Note If you don t link your account your meeting s will be timed via our free trial account offer and each meeting will end after 40 minutes You will get a warning after 30 minutes that only 10 AD 9x i Gais Phone Number 1 United States Enter your number nere ies minutes remain before your meeting will end LINK YOUR ACCOUNT LOGIN You can Link your OfficeSuite HD Meeting Google or Facebook account by selecting the Settings icon and then choosing Link Account To logout simply select unlink account By linking your account you will also be able to view any upcoming meetings you hav
11. e presentation on one monitor and the participant s video on the second monitor VIDEO LAYOUT DURING SCREEN SHARING There are 3 layouts if you enabled video during screen sharing Minimized View shows who s talking via text only Active Speaker View shows active speaker only All Speaker View shows all speakers 4 at a time with up and down scrolling Page 6 wow broadviewnet com Note You can move the window layout at any time FIT TO WINDOW There is an option in Settings to Fit to Window as default Note Fit to window can reduce the quality for the video on the screen Original size will maintain the original quality Scene 77 Enter full sereen mode automatically when starting video Audio o S Enter full screen mode automatically when viewing the shared screen m Video C keto window automaticaly when viewing the shared sereen ES dmm Enable dual stream for dual monitor 3 Feedback E Recording You can also make this change when Viewing a shared screen presentation Page7 wwwbroadviewnetcom Starting a Video Meeting There are several ways to Host a Video Meeting Listed below are 3 different ways to start that process Start a meeting via the web portal 1 To host a video meeting you can go to http meeting broadviewnet com and click the Host a Meeting button 2 You will be taken to the login page where you can enter the Email and Password that you have created for your account 3 T
12. edule a Meeting screen as shown will open Tope Deno eing wien se Re Mak ua S g Tewme GATA Dae Tine Nonio men Het pe Sue she Meeting heo does net tat tonat Videa Mading dea itat stam emblem nerorenot p Ove Topic Choose a topic name for your meeting When Select a date and time for your meeting If you want a recurring meeting check the box TimeZone By default OfficeSuite HD Meeting will use Eastern Daylight Time Change this if you are in another time zone Meeting Type Select which meeting type you would like to start the meeting 1 Screen Share Meeting 2 Video Meeting MEETING OPTION Ifyou want to have participants enter the meeting via a password enter the desired password in the space provided Ifyou want an open forum to start before you open the meeting check the Enable join before host box Page 11 wwvibroadviewnetcom Note The meeting will end after 40 minutes if the host doesn t join Calendar Add to any selected calendar and send out invites to participants Click the Schedule button to finish and open up whichever calendar you have selected Note Choosing Other Calendars will allow you to copy and paste the scheduled meeting information such as date time and meeting URL into the Email that you may send to invitees Depending on the Calendar option you have chosen a meeting invite will open for that application Within the body of the meeting invite the
13. hare your desktop or specific application window Start a group or private chat Record your meeting Manage participants Mute and Un mute your audio Select audio connect to dial in via phone and disconnect computer audio Stop and start your video Configure your Settings Leave or end the meeting SCREEN SHARING AND ANNOTATIONS To start the screen sharing click the Share Screen button located in your in meeting toolbar After selecting Share Screen you can choose to share your desktop or an individual application window open on your computer Note You can select to share computer audio when sharing a video clip such as a YouTube or locally stored video clip Note If using dual monitor set up you can show the screen sharing on one monitor and the participants on the second monitor Page 18 During your screen share you will have the option of using several features By selecting the Annotate button shown below on the top menu bar you can perform the following tasks A r Audio StartVideo More e Annotate D NIBUS Select Mouse set as default Select Spotlight to show something on the screen with special attention Select Highlight to highlight anything on the screen with the color indicated Select Pen to write on the screen with the color indicated Select arrow to click and drop arrows on the screen where you want to call attention Select Erase All to erase all annotations made to that
14. hen click on the Start Meeting button Il Start a meeting via your desktop application 1 On your desktop click the EN Tet Deer OfficeSuite HD Meeting Pro Account icon 2 The OfficeSuite HD Meeting app will now open as shown below Click the Meet Now icon to start your meeting Screen Share Schedule Pages wwebroadviewnet com Ill Start a Meeting via your mobile app 1 Access your mobile device Find the OfficeSuite HD Meeting app on the device ff you don t have the app downloaded to your device you can easily find the app in iTunes or GooglePlay by searching for OfficeSuite and download the app for free 2 Touch the app to open it You will see the screen below AIAT 4G 1147 AM 08 MU OfficeSuite Cloud Meetings En Join Schedule Upcoming 3 Touch the Meet Now icon to start your meeting Page wwvibroadviewnetcom Schedule a Meeting To schedule a meeting first you must open your OfficeSuite HD Meeting application and log in Then click the Schedule icon as shown below eee ATST 4G M7 AM 985 OfficeSuite Cloud Meetings p Join v NEU Ure Upcoming O t d When you have opened the meeting scheduler you can then start to setup your future OfficeSuite HD Meeting meetings Note All scheduled meetings can be started by the host at anytime regardless of the date and time settings Page 10 wwwebroadviewnetcom The Sch
15. o e e General Store my recordings at fl Feedback C Documents and Setting 4S D z Recording 241 GB remaining EE Pro Account amp Choose a location for recorded files when meeting ends Join By Teleconferencing You can join an OfficeSuite HD Meeting via teleconferencing audio conferencing using a traditional dial up phone This is useful in occasions where Page 22 You don t have a microphone or speaker on your PC Mac You don t have a smartphone iOS or Android while on the road You could not connect to a network for video and VolP computer audio JOINING BY TELECONFERENCING Join by computerfor video and phone for audio Join an OfficeSuite HD Meeting at https meeting broadviewnet com and enter your 9 or 10 digit meeting ID When you are in the meeting select the Audio option in the menu bar Follow the instructions in the dialog box to Use Telephone as shown below You are not in the audio conference et Y Use Phone Dok 11424 203 4380 1 209 255 1200 Intemational numbers valable Meeting ID 1457330295 Participant ID 26 P Use Computer Mic amp Speaker About Settings In the OfficeSuite HD Meeting desktop application you will have a Settings option Under Settings you will have the following options Note You can also access these settings in your in meeting toolbar during an OfficeSuite HD Meeting Audio You can test select and adjust your speakers
16. ows you to Click on Screen Share Meeting to start a meeting sharing your desktop or application Click on Video Meeting to start a video meeting Click on Schedule Meeting to set up a future meeting Click on Join a Meeting to join a meeting that has already been started Note lick on the account drop down arrow to view your profile check for updates switch accounts and log out Page3 worwbroadviewnetcom Starting a Screen Share Meeting If you would like to start an instant meeting using screen share you can do so by selecting the Screen Share Meeting icon on the Home tab screen Test User Pro Account Y Screen Share Meet Now Schedule Join A screen share meeting starts with screen sharing and audio VolP computer audio or phone call in Video is not turned on automatically After selecting Screen Share Meeting your meeting will start You will first be prompted to select the window or desktop to share Then you will be prompted to invite other participant s to your screen share meeting Video is not automatically turned on during the screen share meeting Page wwebroadviewnet com During your screen sharing any participant can start their screen sharing There is no need to pass presenter functionality Your screen sharing will stop when another participant shares their screen Note You can prevent a participant from showing their screen by locking the screen share to only your
17. point Sel Color to change the color of the writing and arrow annotation items AUDIO VIDEO AND MORE The Audio option allows you to connect via phone and disconnect the computer audio The Video option turns video on or off depending on how you started the meeting Screen Share mode or Video mode The More option gives you added features including 1 Participants gives you a list of participants in the meeting at that time 2 Chat gives you the ability to chat with someone in the meeting 3 Start Recording gives you the ability to record the meeting 4 Invite gives you the ability to invite more people Hide Show Video Panel allows you to either hide or show the video panel depending on your preference and if Video is on 6 Settings gives you access to your meeting settings Page 19 7 End Meeting allows you to not only stop sharing but will also give you an option to close the meeting for all Record a Meeting To record a meeting you need to either be the host or the host must grant you permission to record While you are in an OfficeSuite HD Meeting move you mouse around the screen to toggle the menu bar Depending on the mode you re in the toolbar will be the top or bottom of the screen 1 Select the Record button in the More tab of the upper toolbar The Record button is located by itself on the lower screen toolbar 2 Optional Click on a participant to allow them
18. r pre populated meeting information in the body As you would normally add invitees to your meeting requests simply add anyone you want to invite to this scheduled meeting and send the invite Page 14 www broadviewnet com Select others from the contacts you create in the desktop application Open the desktop application and click the Contacts tab as shown b elow a Ada Note A green dot for Googl ine The invitees do not need to have ind Facebook only means that the person is currently ffi ite HD Meeting p re installed to your meeting Invite contac your in me 5 while in an OfficeSuite HD Meeting by se oolbar as shown below FROM HERE YOU CAN Invite using your Default Google or Yahoo Email Contacts Invite using your Favorites Google or Facebook IM Conta Page 15 wwvibroadviewnetcom You can Copy URL or Copy Invitation and paste it anywhere for your contacts to click on and join the meeting See the screen below for these details mm mico Contacts Meetmahiermation Choke our si service to send invitation DetaltEmad a aot pw SEN Scheduled Meetings Select the Meetings tab to view start edit or delete your personal meeting ID scheduled meetings and recorded meetings Start Select start to begin the pre scheduled meeting that you have listed in your upcoming meetings Edit You can edit or update
19. to record 3 All participants in the meeting will see a recording indicator in the upper left corner of the screen as shown below 2 Recording 4 When the meeting ends recording will automatically stop or you can stop the recording prior to the meeting ending WHAT YOU CAN RECORD You can record the active speaker content sharing with active video panel and M4A audio Active Speaker MP4 Recording Gallery View MP4 Recording Content Sharing with Active Speaker MP4 Recording Audio MA Recording Page 20 SAVED RECORDING FILES To access your saved recorded meetings open your desktop application Then select Meetings and on the top part of window select the Recorded tab as shown below Upcomi Topic My Meeting Tue jun 25 2013 0853 AM J verschamacgro Docomenta a8 wy Meeting Pav video open Delete Topic My Meeting 2013 08 48AM ncksmaro Documents 13 06 25 0545 19 My Meeting Topic My Meeting icksmacpro Documents Zoom 2013 06 25 08 45 20 My Meeting Topic My Meeting Tue Jun 25 2013 08 40 AM Recording Path Users Zoom 2013 0 Tepic My Meeting All recorded meetings are stored locally on your device or computer Note Your recorded meeting will be converted and added after you have ended the meeting that you were currently recording WHAT CAN I DO WITH MY SAVED RECORDING Using you mouse toggle over your saved recording to view your options
Download Pdf Manuals
Related Search