VidyoDesktop™ Quick User Guide Version 3.4-A
Contents
1. Mona Cocciardi main demo2 vidy tar eee O Room Owner Mona Cocciardi Extension 1029787669917 ER MY CONTACTS 7 Tenant Vidyo L4 Mona Cocciardi 1 Connect to your Room G CustomerSupport sax Share screen upon connection N Y t Raanan Ben Shahar A Tony Belle Bala Pitchandi Participants 1 OD Conference Room B NJ Natan HD 100 Rev D SEES EEE 1 Click to view more information about your room or to join your room Your personal room is always the first entry in the list of contacts 2 The status of the room the room s owner the room s extension and the tenant name For more information about status see Understanding the Status Icons on page 7 3 Click Connect to your Room to join your room 4 Select the Share screen upon connection check box if you want to share your screen with the rest of the participants as soon as you join the conference i 5 Click Wd l and or a gt if you want your camera microphone and or speaker to be muted when you join the conference 6 Click to access the Room Details pop up 1 foom Data ROOM PIN The Room Details pop up enables you to enter a room webcast or moderator PIN or copy the room or webcast seca link So you can send it to others oct htmigkey V9VmILb72e2H x aie 7 Click to invite guests to your Vidyo meeting WEBCAST PIN When you do so the meeting invitation automatically opens using your default2. 12 VidyoDesktop Quick User Guide Joining a Meeting with Presenter Mode or Waiting Room Mode Enabled Presenter Mode Instead of seeing all the conference participants as soon as you join a meeting the following occurs when Presenter Mode is enabled You see the presenter only or if the presenter has not yet joined the call you see a message telling you to please wait for the conference to begin Your microphone is muted he task bar looks like this Once the meeting begins you must click if you want to speak The presenter can then select which participants can speak from those requesting to do so If Presenter Mode gets disabled during the meeting the message All conference functions are now available appears and the task bar updates to include all of the normal in call icons Waiting Room Mode Like with Presenter Mode when you join a meeting where Waiting Room Mode is enabled and the room owner has not yet joined the call you do not see all of the conference participants instead You see a message telling you to wait for the conference to begin Your microphone is muted There is no task bar on the screen As soon as the room owner joins the meeting or the conference moderator manually disables Waiting Room Mode you see all the other conference participants you see any shared content and the task bar appears on the screen 13 VidyoDesktop Quick User Guide Using the Configuration
3. Vi dyo S Wao 1v 0 DIS1S1410 0 Mi Quick User Guide Product Version 3 4 Document Version A January 2015 2015 Vidyo Inc All rights reserved Vidyo s technology is covered by one or more issued or pending United States patents as more fully detailed on the Patent Notice page of Vidyo s website http Awww vidyo com about patent notices as well as issued and pending international patents The VIDYO logotype is a registered trademark of Vidyo Inc in the United States and certain other countries and is a trademark of Vidyo Inc throughout the world VIDYO and the Vidyo family of marks are trademarks of Vidyo Inc in the United States and throughout the world VidyoDesktop Quick User Guide VidyoDesktop enables you to easily join Vidyo conference calls either as a guest or as a registered user make point to point calls invite others to your meetings and control your Vidyo conferencing experience all from a single application with an intuitive user interface Downloading VidyoDesktop and Logging In start using Vidyo Downie idyo Cesk og 2 Start installing Doubteabok tha VidyoDesinan irmtaiar To download VidyoDesktop use your favorite browser to enter the URL of the VidyoPortal that you want to connect to 1 Click Download VidyoDesktop 2 Follow the on screen instructions 3 When you are ready to log in enter your username and password and click Log In VidyoDesktop Quick Us
4. network settings talk to your system administrator select the microphone speaker and camera you are using control echo cancellation set whether you want the microphone level to be automatically adjusted select your video quality preferences 14 VidyoDesktop Quick User Guide Click this select the language of the user interface whether you want VidyoDesktop to automatically start when you log in whether you want VidyoDesktop to automatically answer incoming calls and more View the VidyoDesktop version being used check for software updates 19
5. Meeting page see the following section to access the Control Meeting page on the VidyoPortal 10 VidyoDesktop Quick User Guide Controlling the Meeting Note You can access the Control Meeting page from VidyoDesktop only if you are the room Owner aJ J J UJ LJ LJ uo cami ARTICIPANTS 1 Tony Belle iu a r gt o p 1 Click to add a participant to your room 2 Click to invite a participant to your room via email 3 Click 6 to toggle between locking and unlocking your room 4 Click e to record or to record and webcast a meeting using a selected VidyoReplay record profile This option is available only if your system includes VidyoReplay If you need more information about which record profile to select contact your system administrator 5 Click to pause a recording or webcast This option is available only if your system includes VidyoReplay 6 Click to stop a recording or webcast This option is available only if your system includes VidyoReplay 7 Click to access the Options pop up The Options pop up enables you to Access the VidyoReplay library for systems that include VidyoReplay For more information about the VidyoReplay library refer to the VidyoReplay Administrator Guide Seta moderator PIN 11 VidyoDesktop Quick User Guide 10 11 12 13 14 15 16 17 18 Seta room or webcast PIN and create or remove a room or webcast link Vidyo
6. Replay Enable or disable Presenter Mode When a meeting is in Presenter Mode the participants can view only the presenter the audio for all the participants except for the presenter is muted the ht participants must click the icon on the task bar to request to speak and the presenter can enable specific participants to speak For more information see Presenter Mode on page 13 Click to sort the list of your participants alphabetically Click A to sort the list of your participants in attendance order Click to toggle between viewing the current conference duration and viewing the current time of day The conference timer is the default WN oe Click to disable video on all participants cameras without allowing them to re enable it Click ay to disable video on all participants cameras while allowing them to re enable it 4 Click X to mute audio on all participants microphones without allowing them to re enable it U Click JO to mute audio on all participants microphones while allowing them to re enable it Click to disconnect all participants from your meeting room We a Click to disable video on the selected participant s camera without allowing that participant to re enable it q Click X to mute audio on the selected participant s microphone without allowing that participant to re enable it Click to disconnect the selected participant from your meeting room
7. and Status Screen Click this TO View user and conference status information generate diagnostics reports Configure the network settings 1 VidyoPortal section Select the Validate Server Certificate check box only if you are testing encryption with a self signed certificate Otherwise do not select this check DOx Enter the allowed media port range between 50000 and 65535 2 VidyoProxy section Select the Always use VidyoProxy check box if you want VidyoDesktop to always connect via the assigned VidyoProxy Vidyo recommends that you try to connect directly 3 Web Proxy section Select the Use settings from operating system check box if you want VidyoDesktop to follow the Internet Explorer Local Area Network settings on Windows or the OS settings on Mac Otherwise select the Use the following settings check box and then select e Automatically detect settings to configure VidyoDesktop to try to connect using WPAD Web Proxy Auto Discovery Protocol Use automatic configuration script to configure VidyoDesktop to use a specific PAC script for connection Use proxy server to configure VidyoDesktop to connect through a specific Web Proxy server If you select this check box enter the Web Proxy address port username and password If you are trying to connect to a Web Proxy that requires authentication you must enter the username and password regardless of the selected method Note For help with configuring your
8. desktop mail application and pre fills with your personal Vidyo room information You can enter the email addresses of the guests you want to invite to the meeting or edit the email content before sending WEBCAST LINK MODERATOR PIN p 8 Click to lock your room 9 The number of participants in your room if any lt i VidyoDesktop Quick User Guide Connecting to a Contact s Room or Connecting to a Contact Directly 2 VidyoDesktop Mona Cocciardi main demo2 vidy amp Tony Belle Status Available V Extension 102325443 Tenant Vidyo MY CONTACTS 7 __ Mona Cocciardi CustomerSupport e Raanan Ben Shahar Connect to Tony Belle s Room Tony Belle Bala Pitchandi Connect with Tony Belle Directly Conference Room B NJ Share screen upon connection wt My Natan HD 100 Rev D st ie E 1 Click to view more information about the contact place a direct call to a contact or join the contacts room 2 For public rooms tap the room to view more information about the public room or join the public room You cannot make a direct call to a public room 3 Click to remove this contact from your contacts list 4 The name and status of the contact the contact s extension and the tenant name For more information about status see Understanding the Status Icons on page 7 5 Click Connect to Contact s Room to place a direct call t
9. e the video feed from your camera B Click Y to mute unmute and control your microphone volume Click a gt to mute unmute and control your speakerphone volume Click Xt to open the Configuration and Status screen For more information see Using the Configuration and Status Screen on page 13 o 5 Click to toggle between the conference time and a clock Click gs to end the conference Ka Click to enter and exit full screen On Mac OS this button appears on the upper right side of the video window VidyoDesktop Quick User Guide Using the Participants List Participants 2 Anne Cushman Mona Cocciardi aga 1 Enter a name in this text box to search for a participant 2 The number of participants in the call 3 The status and names of the participants in the call 4 Click to invite guests to the meeting When you do so the meeting invitation automatically opens using your default desktop mail application and pre fills with your personal Vidyo room information You can enter the email addresses of the guests you want to invite to the meeting or edit the email content before sending 5 Click to search for contacts so you can invite them to the meeting 6 Click to chat with the selected contact 7 Click ie to access the DI MF dialpad 8 Click 5 You can access the Control Meeting page only if you are the room owner For more information about how to use the Control
10. er Guide Pre Call Viewing Your Contacts List Mona Cocciardi 2 CustomerSupport Raanan Ben Shahar Tony Belle Bala Pitchandi Conference Room B NJ 1 Enter a name in this text box to search for a contact As soon as you begin typing search results appear Note Beside each name in the search results a icon appears Click this icon if you want to add the person to your contacts list 2 The number of contacts in your contacts list 3 The status and name of the contact or room Click to view information about the contact or room place a direct call to the contact join the contact s room or join a public room For more information about placing a call or joining a contact s room see Connecting to Contact s Room or Connecting to a Contact Directly on page 5 x peta 4 Click to invite guests to a Vidyo meeting When you do so the meeting invitation automatically opens using your default desktop mail application and pre fills with your personal Vidyo room information You can enter the email addresses of the guests you want to invite to the meeting or edit the email content before sending 5 Click it to open the Configuration and Status screen For more information see Using Configuration and Status Screen on page 13 VidyoDesktop Quick User Guide Connecting to Your Own Room Mona Cocciardi m E Status Occupied 5 VidyoDesktop
11. ing Room Mode has been enabled For more information about these modes see Presenter Mode on page 13 and Waiting Room Mode on page 13 Performing Tasks During a Meeting Using the lask Bar La On VidyoDesktop mruzyka iMain vidyo com Eg Pa le Group Chat la nie Vidyo Drives Market Transition Vidyo Michel S Mona O je o a J F D mm d g ocos re T a aJ oJ GJ wW GJ J UJ LJ LJ Uoj U U2 1 Click R to View alist of the conference participants Chat with a specific conference participant Invite participants to the conference via the contact list or by email Launch the Control Meeting page which provides access to the conference moderation options For more information about moderating the conference see Controlling the Meeting on page 11 For more information about the tasks you can perform from the participants list see Using the Participants List on page 10 2 Click to chat with all participants as part of the conference group chat VidyoDesktop Quick User Guide 10 11 12 13 Click Bio select how to view the participants video windows during the conference and to control the maximum number of windows Click to select which application or screen you wish to share in the conference Click to toggle among the applications or screens that are being shared during the conference Click to toggle your self view preference Click E to show or hid
12. o the contact If this contact is in a busy or offline state this button will be disabled 6 Click Connect with Contact Directly to place a direct call to the contact If this contact is in a busy or offline state this button will be disabled 7 Select the Share screen upon connection check box if you want to share your screen with the rest of the participants as soon as you join the conference 8 8 Click Wd l a and or af if you want your camera microphone and or speaker to be muted when you join the conference VidyoDesktop Quick User Guide Placing an External Call Steve gap com P Status External Room Owner Steve gap com Call a non Vidyo system Call 2 VidyoDesktop Mona Cocciardi main demo2 vidy EAEk RE Steve gap com No match found Call externally 4 Steve gap com Join an external Vidyo conference Join Room Share screen upon connection N Y t 1 Click to place an external call to the contact that was not found in the directory 2 Since these contacts are not in your directory the only status available is that they are external contacts and are the room owner 3 If you are calling a non Vidyo system that is a legacy H 3823 SIP endpoint tap Call to place a direct call to that endpoint 4 lf you are joining an external Vidyo conference on another VidyoPortal tap Join Room to join that room The Join Room button appears only if
13. the address you entered is in a valid format for an address on a different VidyoPortal 5 Select the Share screen upon connection check box if you want to share your screen with the external participant as soon as you join the conference i 6 Click Wd x and or a if you want your camera microphone and or speaker to be muted when you join the conference VidyoDesktop Quick User Guide Understanding the Status Icons Contact Status Icon Description The contact is online but is currently in a call or conference You cannot make a direct call to this contact however you can join the contact s room a contact is online and available to receive a direct call or to join a room The contact is offline not logged into the VidyoPortal You cannot make a direct call to this contact however you can join the contact s room Description The room is available and empty so you can enter the room The room is available and PIN protected If you attempt to join the room you will be asked to enter a PIN QO room is occupied but available to enter The room is locked so you cannot enter it o The room is full so you cannot enter it VidyoDesktop Quick User Guide In Call As soon as you join a meeting with VidyoDesktop you see the other participants in the meeting any content that is being shared and the task bar at the bottom of the screen The only exception to this is if Presenter Mode or Wait
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