COLLABORATE DESKTOP USER GUIDE

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C

OLLABORATE

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ESKTOP

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C learOne

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S alt Lake C ity, UT 84116

Telephone 1.800.283.5936

1.801.974.3760 Tech Sales 1.800.705.2103

FAX 1.801.974.3669

E -mail [email protected]

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Collaborate Desktop US E R GUIDE

CLE ARONE DOCUME NT

© 2012 ClearOne and NetStreams - All rights reserved. No part of this document may be reproduced in any form or by any means without written permission from ClearOne and NetStreams. Printed in the United States of America. ClearOne and NetStreams reserves speci c privileges.

Information in this document is subject to change without notice.

WAR NING: This is a class A product. In a domestic environment this product may cause radio interference in which case the user may be required to take adequate measures.

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Information in this document is subject to change without notice. No part of this document can be reproduced or transmitted in any form or by any means - electronic or mechanical - for any purpose without written permission from ClearOne.

Collaborate Central is a registered trademark of ClearOne.

All other product names are trademarks or registered trademarks of their respective companies or organizations.

Limited Warranty

ClearOne warrants that SOFTWARE will perform according to accompanying user documentation for a period of 90 (ninety) days from the date of receipt; replacement SOFTWARE will be warranted for 90 (ninety) days from the date of receipt. This Limited Warranty shall not apply to any product that in the opinion of ClearOne has not been installed or upgraded according to accompanying documentation from ClearOne or been subject to misuse, misapplication, negligence or accident while in the hands of the

purchaser.

GRANT OF LICENSE ClearOne grants the Purchaser a non-exclusive and non-transferable license to use the SOFTWARE product and to make one copy solely for backup or archival purposes, which may include user documentation provided via online or other electronic form. Additional copies may not be made nor may anyone else be allowed to copy or otherwise reproduce any part of the licensed software without prior written consent of ClearOne

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LIABILITIES ClearOne’s entire liability and the Purchaser’s exclusive remedy shall be at ClearOne’s option, either return of the price paid or repair/replacement of the Product not meeting ClearOne’s declared Limited warranty. ClearOne or its suppliers shall not be liable in any event to anyone for any indirect, incidental, consequential, special or exemplary damages including without limitation damages for loss of business profits, business interruptions, business information or other pecuniary loss arising out of the use of or inability to use the said Product even if advised of the possibility of such damages. In any case, ClearOne’s entire liability under any provision of this agreement shall be limited to the amount actually paid by the Purchase for the Product.

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Collaborate Desktop: User Guide 7

Chapter 1:

Welcome to Collaborate Desktop Help!

IN THIS CHAPTER

This chapter introduces the Collaborate Desktop documentation and help services and includes the following sections:

 Welcome to Collaborate Desktop Documentation!

 _{Using the Online Help}

 _{Contacting ClearOne Technical Support}

WELCOME TO COLLABORATE DESKTOP DOCUMENTATION!

This Help utility explains how to use Collaborate Desktop's features, provides instructions for participating in conferences, and provides details of videoconferencing concepts so that you can get the most out of Collaborate Desktop.

To get started, click one of the following topics:

Starting Collaborate Desktop Setting Up Collaborate Desktop's Configuration

Making Videoconferences Setting Up the Dialer

Controlling Video Resizing the Video Window

Controlling Audio Multi-Party Conferencing with Interactive Multicast

Telephony Exchange Functions Desktop Sharing

Data Sharing Option

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USING THE ONLINE HELP

This online help was designed to help you use your ClearOne Collaborate Desktop videoconferencing system easily and to enjoy its many features.

You can open Help at any time by:

 _{Opening the Help menu near the top of the Main Viewer and selecting:}

 Contents to open the Table of Contents of topics and procedures. To open a topic, click the topic.

 Index to open the Index of keywords. To open a topic, double-click the keyword or term.

 Search to search for topics containing a specific word or phrase. Enter the word(s) you need and select List Topics. All topics that contain at least one match for your word(s) are then listed.

 Clicking the ? button to receive information about the open window, dialog box, tab, or function.

 Pressing the <F1> key on your keyboard to receive information about the open window, dialog box, tab, or function.

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CONTACTING CLEARONE TECHNICAL SUPPORT

This Help utility was designed to help you set up Collaborate Desktop and conduct videoconferences easily so that you can enjoy its many features.

If a situation occurs that is not covered by the Help or the supplied Getting Started Guide, contact your local ClearOne distributor and request assistance from their ClearOne-trained technical support department. Please describe the problem, device, and PC operating system (if applicable), and any other relevant details.

Also, you may access the Technical Support section of the ClearOne website

(http://www.ClearOne.com/customer_support) in order to check its knowledge base or initiate other customer support processes:

Page Type of support

Support Notes Troubleshoot or receive technical information about specific ClearOne products.

Downloads Download a new software release or a free product evaluation. Demo Numbers Test your videoconferencing system.

License Key Requests Request a permanent license key for your organization’s Collaborate Central(s), if applicable.

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Chapter 2:

Starting Collaborate Desktop

IN THIS CHAPTER

This chapter explains how to access and set up Collaborate Desktop and includes the following sections:

 Starting Collaborate Desktop

 _{Logging into Collaborate Central}

 _{Changing Your Collaborate Central Password}  _{Collaborate Desktop Setup}

 _{Multiple IP Address}  User Profiles List

STARTING COLLABORATE DESKTOP

Collaborate Desktop's Start procedure varies, depending on whether or not your system will be in a videoconferencing network managed by Collaborate Central, or if your computer has more than one IP address defined in its Network configuration.

To start Collaborate Desktop:

1. In the Windows Desktop, double-click the ClearOne Collaborate Desktop icon. 2. According to the relevant situation, perform the rest of the startup procedure:

 Your system is managed by Collaborate Central.

 Your system is managed by a non-ClearOne gatekeeper or runs in a standalone configuration (no gatekeeper management).

Is this the first time that you are running Collaborate Desktop? Enter setup information.

NOTE: If you want Collaborate Desktop to start automatically whenever

your computer starts up, select the Load on Startup (Minimized to Tray) option when you run Collaborate Desktop for the first time or log into Collaborate Central for the first time. Afterwards, you can select or deselect this option in the Display Settings.

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LOGGING INTO COLLABORATE CENTRAL

NOTE: This task is only applicable to Collaborate Desktop applications

that support management by ClearOne's Collaborate Central.

When you start Collaborate Desktop, log into Collaborate Central to receive management and telephony exchange services:

Call Forwarding, Call Pickup, Call Transfer, Invite to Ad-hoc Conference. Collaborate Central

Login Name of your computer as listed in Collaborate Central.

Password If you set a password, the first time you register you must type it twice for verification.

Gatekeeper IP address of Collaborate Central. If you do not know it, ask your system administrator.

Automatic Login Select to log in automatically to Collaborate Desktop using the entered login name and password. This setting takes effect from the next login attempt.

Click Connect to complete the login process.

NOTES: If you want to work temporarily without Collaborate Central management and telephony exchange services, click Cancel. To receive these features again, you have to log in again.

If you are running Collaborate Desktop for the first time after installation

(or logging into a different Collaborate Central), the Collaborate Desktop

Setup appears. In this dialog box, enter the information required to run

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CHANGING YOUR COLLABORATE CENTRAL PASSWORD

From the Login settings, you may change your password for logging into Collaborate Central. The next time you log into Collaborate Central, you will need to enter the changed password.

To change your Collaborate Central login password: 1. In the Control menu, choose Settings.

-or-

Open the Drawer and click the Settings tab.

2. Select the Network tab, choose one of the Collaborate Central profiles, and then click on the Details button.

3. Click Change Collaborate Central Password. The Collaborate Central Password dialog box appears, displaying your User Name as it is listed in the Collaborate Central

database and the Collaborate Central Administrator. 4. Change the password information:

Current Password Current password that you do not want to use anymore. New Password Password that replaces the current one.

Verify Password Confirmation of the new password. 5. Click OK.

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COLLABORATE DESKTOP SETUP

If you are running Collaborate Desktop for the first time after installation, the Collaborate Desktop Setup dialog box appears. Enter the information required to run Collaborate Desktop from your specific location.

User Information Enter your first name, last name, company name, and email address. Items marked with * are mandatory.

Load on Startup

(Minimized to Tray) Select to open and minimize Collaborate Desktop during your computer's startup. The Collaborate Desktop icon will appear in the icon tray at the bottom of the Windows Desktop. This option takes effect only after restarting your computer.

Tuning Settings Click Tuning Wizard to test and adjust the level of your microphone and speakers.

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MULTIPLE IP ADDRESS

If your computer has more than one IP address in its network configuration, you can connect to these IP addresses. The application will receive the incoming call that was dialed to these IP addresses.

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USER PROFILES LIST

A User Profile stores user identification and network connection information, enabling users to log into Collaborate Desktop under various configurations.

The Profiles List shows all user profiles which have been created for this Collaborate Desktop. You can add profiles to the program or edit existing ones.

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DDING A

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ROFILE To add a new user profile:

1. From the Profiles List, click New.

2. In the Profiles Details dialog box, enter a unique Profile Name. To configure the profile, fill in the appropriate details under the relevant tabs:

3. In the Login tab, define how Collaborate Desktop starts up when this profile is active. For example, select if Collaborate Desktop operates in Stand Alone mode or logs into

Collaborate Central.

4. In the Firewall/ NAT tab, define your system's identification configuration on the local network.

5. In the Directory tab, define your system's entry and connection in an online directory. This tab is only available in Stand Alone mode (in Collaborate Central mode, your system is automatically registered to any online directories set up by the Collaborate Central Administrator).

6. In the SIP tab, enter the appropriate details.

7. Click OK. The new profile now appears in the Profiles List.

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DITING A

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ROFILE To edit a user profile:

1. From the Profiles List, click Details.

2. If needed, change the name of the profile in the Profile Name box.

3. In the Profiles Details dialog box, edit Login, Firewall/NAT, Directory and SIP properties as needed.

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ELETING A

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ROFILE To delete a user profile:

1. In the Profiles List, select a profile. The active profile cannot be deleted. 2. Click Delete.

3. Click Yes to confirm.

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HOWING

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ROFILE

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IST

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URING

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OLLABORATE

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ESKTOP

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TARTUP

Since user profiles may vary in their login properties (Collaborate Central Mode, Stand Alone, Gatekeeper, User Name), you can enable the User Profiles List to appear during Collaborate Desktop's startup. From the list, you then choose which profile will be active initially.

To show the User Profile List during Collaborate Desktop startup: 1. Under the Profiles List, select Show Profiles Dialog On Startup. 2. Click Apply.

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Chapter 3:

Making Videoconferences

IN THIS CHAPTER

Communicating with other parties in videoconferences is, likely, the activity you will do most in Collaborate Desktop. This chapter provides instructions for:

 Making Videoconferences

 _{Starting Videoconferences}  _{Outgoing Call Message}

 _{Answering Videoconference Calls}  _{Incoming Call Message}

 Ending a Videoconference

 _{Opening the Conference Moderator}  Desktop Sharing

 _{Data Sharing Option}  _{The Conference State}  Grabbing Pictures

 _{Telephony Exchange Functions}  Interactive Multicast

MAKING VIDEOCONFERENCES

Communicating with other parties in videoconferences is, likely, the activity you will do most in Collaborate Desktop.

Click the relevant link for instructions on:

 _{Starting (dialing) a videoconference}

 _{Answering an incoming videoconference}

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STARTING VIDEOCONFERENCES

NOTE: Before you start a video conference, you must first select (or verify) the appropriate communication protocol for your connection. The available protocols are H.323, ISDN, and SIP.

H.323 is selected by default. The protocol is selected from a dropdown list in the dialup section

NOTE: If your dialup leads to a voice answering system, you can send DTMF tones (for choice selection) by either typing the desired numbers on your keyboard, or using the Dial pad available from the call log section.

You can start videoconferences by several different methods:

M

ANUALLY

To start a videoconference manually:

1. In the Manual Dialer type the IP address, user number (E.164), or alias of the party you want to call.

-or-

Select the party from the Manual Dialer's Call Log. -or-

Open the on-screen dial pad and dial the desired numbers.

2. To dial to an extension that is registered to a specific Gatekeeper, enter the Gatekeeper IP followed by ^ and the extension no. e.g., 170.50.4.1^1234

3. In the Bandwidth box, choose the bandwidth allotted for this call. 4. Click .

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P

ERSONAL

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HONE

B

OOK

To start a videoconference from the Personal Phone Book:

1. In the Dialer menu, click Personal. The Drawer opens to the Personal Phone Book. 2. Double-click the name of the party you want to call.

S

PEED

D

IAL

To start a videoconference from the Speed Dial:

1. Click the Speed Dial button to the left of the Manual Dialer. -or-

Select Speed Dial from the Dialer menu. -or-

Open the Drawer, and select the Speed Dial tab. 2. Double-click the name of the party you want to call.

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NLINE

D

IRECTORY

To start a videoconference from the Online Directory:

1. In the Dialer menu, click Online Directory. The Drawer opens to the Online Directory. 2. Double-click the name of the party you want to call.

C

HAIRING AN

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NTERACTIVE

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ULTICAST To start an Interactive Multicast:

1. Check the Multicast settings. If necessary, change them to meet your session's requirements.

2. In the Dialer menu, click Start Interactive Multicast. -or-

In the Shortcut tray, click the Multicast button (depending on your shortcut tray's customization).

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3. Set up the next Interactive Multicast according to its specific requirements, and then click

Start.

4. Even though you have not called anyone yet, the Interactive Multicast is now in session. The Drawer opens to the Chair's Conference Control tab. If the session is available for third-party viewing, someone with a third-party video viewer can tune in already.

5. Call participants to join in the session. Contacts may also join an open Multicast by

calling the Chair.

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ARTICIPATING IN AN

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NTERACTIVE

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ULTICAST To enter an Interactive Multicast

 _{Answer an incoming call from the Chair of an Interactive Multicast.}

-or-

Call the IP address of the session after the Interactive Multicast starts.

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ATCHING A

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ULTICAST

To view an Interactive Multicast:

1. In the Dialer menu, click Multicasts. -or-

In the Shortcut tray, click the Live button (depending on your Shortcut tray's customization).

2. Double-click the Multicast entry. -or-

Click on Multicast and then click View.

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UDIO ONLY

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ALL

Using the Audio-only call option, you can make a regular audio only phone call over IP. To make an audio only call:

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OUTGOING CALL MESSAGE

After you dial another contact, the Outgoing Call message appears. The name of the contact appears as well as an indication if the contact's side is ringing (Calling) or did not answer (Rejected).

While the message is open, the following tasks are available:

Cancel Click this button to stop dialing and cancel the call. Redial Click this button to call the contact again.

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ANSWERING VIDEOCONFERENCE CALLS

When Collaborate Desktop is running but no call is active, you can receive an incoming videoconference call or audio-only call at any time. An incoming call emits a ringing sound - just like an ordinary telephone ring.

A

UTOMATICALLY

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CCEPTING

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NCOMING

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ALLS

In the Call Settings, define if the system automatically accepts incoming calls or to decide whether to accept or reject each call manually on a call-by-call basis.

To accept incoming calls automatically:

1. Open the Drawer.

2. Click the Settings tab, the Calls tab and then the General tab. 3. Select Auto Answer.

4. Click Apply.

If your system is not in a videoconference, any incoming call will be accepted without requesting your approval.

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CCEPTING

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ALLS

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ANUALLY

If Auto Answer is deselected, you decide whether to accept or reject every incoming videoconferencing call. When a call arrives, the system rings. The Incoming Call message states the identity of the caller and provides the choice of accepting or rejecting the call. To accept or reject an incoming call manually:

 _{In the Incoming Call message, click Accept to receive the call or Reject if you don't want}

to answer.

NOTE: If you want to automatically accept all subsequent calls, click

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INCOMING CALL MESSAGE

When an incoming videoconferencing call arrives and Auto Answer is turned off, the Incoming Call message appears. You have the choice of accepting or rejecting the call. The Incoming Call message states who the caller is.

Accept Click to accept the call and start the videoconference. Reject Click to reject the call.

Auto Answer Incoming Calls Select to turn on Auto Answer, so that when your system is idle, it will automatically answer all incoming calls.

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ENDING A VIDEOCONFERENCE

To end a videoconference:

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OPENING THE CONFERENCE MODERATOR

NOTE: The Conference Moderator is available only for licensed users of the ClearOne Conference Moderator option. If you want to add this option to your organization's conferencing network, please contact your local ClearOne representative.

This option is available only when the system is logged into Collaborate Central.

The ClearOne Conference Moderator combines web-based scheduling and multipoint session moderation for videoconferencing networks of any size. Through ClearOne's WebShare feature (or alternatively, WebEx), users can share Microsoft® PowerPoint®

presentations and other applications through the web browsers of other conference participants.

Collaborate Desktop provides direct access to your organization's Conference Moderator site, so that you can schedule point-to-point or multipoint videoconferences, and to easily manage those conferences in real-time.

To open the Conference Moderator:

1. In the Control Menu, choose Open Conference Moderator.

2. If required, enter your login information. Your login name must be registered in the associated Collaborate Central.

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DESKTOP SHARING

You may share the display of your computer screen with the other participants in the

conference. During a conference, pressing the Desktop Sharing button sends the images of your screen to the other party. This is an excellent tool for displaying documents such as PowerPoint presentations to the other participants.

To share your computer desktop:

1. During a conference, Start Data Sharing button under the manual dialer in the Video Window, and select Desktop Sharing from the dropdown list.

Your computer desktop screen is now visible on the monitors of the conference participants. On your screen, Collaborate Desktop switches into Mini Mode. 2. To stop sharing your desktop, click Stop Desktop Sharing button.

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DATA SHARING OPTION

The ability to share data is a very important feature of videoconferences. For example, you may need to view a business presentation together, exchange files, or analyze the execution of another application with the other party. During a conference, the following data sharing options are available:

To share data:

1. During a conference, click the Start Data Sharing button in the Video Window. 2. Select one of the available sharing options.

Start Desktop Share Display your computer screen on the monitors of the other

participants.

Share File Display documents such as PowerPoint presentations, tables, illustrations, etc., to the other participants.

In the Open dialog box, browse and select the file to open.

Region Sharing Displaying a selected area of your screen on the monitors of the

other participants.

Drag the mouse pointer to select an area, and click inside the selection rectangle to select, or right-click to cancel.

Window Sharing Display an application window on the monitors of the other participants.

Drag the mouse pointer from the target icon to the application window.

3. Your sharing selection is now visible on the monitors of the conference participants. On your screen, Collaborate Desktop switches into Mini Mode.

4. To stop sharing your desktop, click the Stop Desktop Sharing button (same button as the start sharing).

NOTES:

 _{To share data, you need to}_{enable H.239 support}_.

 Depending on your license, the incoming data stream appears either

as an additional window or inside the main view (remote view).

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THE CONFERENCE STATE

In the Conference State tab, you can view technical information about the transmission of video, audio, and data streams during a videoconference.

The information in this tab is available only during a videoconference. How to access this information

The Conference State displays the following information. You cannot edit this information. Video Information for outgoing and incoming video:

Codec Video transmission coding standard (H.261, H.263 or H.264) and format (CIF, QCIF, QVGA, 4CIF, 720p, and 1080p) during live video or XGA during data application viewing).

Frame Rate Frequency that video frames are displayed on the screen, in frames/second (fps).

Max. Bit Rate The maximum rate that bits of information (video, audio, control) can be transferred in a second (bps).

Actual Bit Rate The bit rate at this time. Audio Information for outgoing and incoming audio:

Codec Audio transmission coding standard (G.711, G.722, G.723, G.728, G.729, AAC-LD, G722.1 Annex C)

Bit Rate The rate that bits of information (video, audio, control) can be transferred in a second (bps).

Advanced Display advanced call statistics:

 Security mode

 _{Packet loss}  Average jitter

 _{Remote name}

 _{User number (Collaborate Central or gatekeeper mode only)}  Address

 _{Server mode}  _{Call duration}

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GRABBING PICTURES

G

RABBING

P

ICTURES

Use the Grab Picture feature to copy the picture from the Video Window and save it as a picture file. You can use this picture as an additional identifying feature for an entry in the Personal Phone Book, or use it in other applications.

To grab a picture:

 _{Under the Remote Video or Local Video, click the Grab Picture button} _{. The Grab}

window appears, showing the picture that you copied.

At this point, you can:

 Save the picture as a file

 _{Add the picture to a Phone Book entry}

S

AVING A

G

RABBED

P

ICTURE

You can save a grabbed picture as a file to use either in a Personal Phone Book entry or in other applications.

To save a grabbed picture

1. In the Remote Video or Local Video panes, click the Grab Picture button . The Grab window appears, showing the picture that you copied.

2. Click Save As.

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TELEPHONY EXCHANGE FUNCTIONS

T

ELEPHONY

E

XCHANGE

F

UNCTIONS

NOTE: These features are only applicable to Collaborate Desktop applications that support management by ClearOne's Collaborate Central.

Telephony exchange functions are available if your system is logged into Collaborate Central as follows:

 Call Forwarding

 _{Call Transfer}

 _{Picking Up a Call For a Specific User and Picking up any Call}

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P

ICKING

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P A

C

ALL

F

OR A

S

PECIFIC

U

SER

NOTES: This feature is only applicable to Collaborate Desktop applications that support management by ClearOne's Collaborate Central.

You may pick up a call for another user only if your system administrator has given you pickup permission for that specific user in Collaborate Central. To receive pickup permission for specific users, consult with your system administrator.

If you know of or hear an incoming call for another specific user, such as an absent neighboring colleague, you may pick up that call and carry on the videoconference. To pick up a call destined for a specific user:

From the Manual Dialer

If you recognize that an incoming call is destined for a specific user, enter the desired user number (E.164) or address into the Manual Dialer's address field near the top of the Main Viewer, and click Pick Up.

From the Personal Phone Book or Online Directory

1. If you recognize that an incoming call is destined for a specific user, open the Personal Phone Book or the online directory.

2. Right-click on the desired user name and then click Pick Up.

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P

ICKING

U

P

A

NY

R

INGING

C

ALL

NOTES: This feature is only applicable to Collaborate Desktop versions

that support management by ClearOne's Collaborate Central.

This feature is only available when Collaborate Desktop is logged into Collaborate Central.

You may pick up a call for another party only if your system

administrator has given you pickup permission for that specific party in Collaborate Central. To receive pickup permission for specific parties, consult with your system administrator.

If you know of or hear an incoming call for any other party, such as an absent neighboring colleague, you may pick up that call and carry on the videoconference.

To pick up a call to any other party:

 _{When you hear an incoming call ringing at another party:}  From the Dialer Menu

In the Dialer menu, choose Pick Up Any Ringing Call.

 From the Shortcut Tray

Click Pick Up in the Shortcut tray (if the icon is located there).

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S

ETTING

C

ALL

F

ORWARDING

NOTE: These settings are only applicable to Collaborate Desktop

applications that support management by Collaborate Central.

If your system is logged into Collaborate Central, Call Forwarding is available. Calls may be forwarded to a specific contact unconditionally, or if the actual destination does not answer, or is busy.

The Call Forwarding settings for your system may be done by both you and the system administrator. The last changes, regardless of who made them, are valid.

To set the Call Forwarding settings: 1. Open the Drawer.

2. Click the Settings tab, the Calls tab, and then the Forward tab.

3. Set the Call Forwarding options and destinations as required.

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S

ELECTING A

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ALL

F

ORWARD

D

ESTINATION

NOTE: This feature is only available in systems that are managed by ClearOne's Collaborate Central.

To select a target contact to whom you want to forward calls:

1. In the Forward Settings, click Browse next to the appropriate forwarding selection. The Forward Call - Select a Contact dialog box appears, containing a list of contacts based on the online directory in which your system is listed.

2. Double-click the target contact.

NOTES: To update the list of contacts, click Go.

To view information about a contact, select the contact and click Details.

To display fewer names, you can filter the list of names. Choose the appropriate filter from the Display list and then click Go.

 _{All Contacts – Display all contacts registered in the online directory}

 Available Contacts – Display only contacts registered in the online

directory who are currently online and not in a call.

 Online Contacts – Display only contacts registered in the online

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T

RANSFERRING A

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ALL TO

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NOTHER

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ONTACT

NOTE: This feature is only available in systems that are managed by Collaborate Central.

In a transferred call, the videoconference is transferred from one contact to another. If the latter contact accepts the call, the conference continues between the other original contact and the contact that received the transfer. The initiator of the transfer is disconnected from the videoconference.

To transfer a videoconference call to another contact:

FROM THE MANUAL DIALER

1. In the Manual Dialer at the top of the Main Viewer, enter the user number (E.164) or name of the contact who will receive the call.

2. Click Transfer.

FROM THE PERSONAL PHONE BOOK,SPEED DIAL, OR ONLINE DIRECTORY

1. Open the Drawer to the Dialer tab.

2. Right-click a destination contact from the Personal Phone Book, Speed Dial, or Online Directory.

3. Click Transfer.

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I

NVITING

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NOTHER

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ONTACT

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NTO AN

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D

-

HOC

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ONFERENCE

NOTE: This feature is available only in systems that are managed by

Collaborate Central.

You can "invite and join" additional contacts to an open videoconference, turning it into an ad-hoc multipoint conference.

The Invite function is only available during an open videoconference. To invite and join other contacts into an ad-hoc conference:

MANUALLY

1. Enter an additional contact's user number (E.164) or address into the Manual Dialer's address box.

2. Click Invite.

FROM THE DIALER

1. From the Dialer menu, click Personal, Speed Dial or Online Directory. The Drawer opens to the Personal Phone Book, Speed Dial or Online Directory respectively.

2. Right-click the name of the party you want to call and then click Invite.

After several seconds, the additional contact is added to the session, which is now a multipoint conference. The parties' video is displayed either in Continuous Presence or Voice-Activated Switching, in accordance with the configuration of the MCU hosting the conference.

During an ad-hoc conference, you can invite additional contacts using any of the procedures described above.

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INTERACTIVE MULTICAST

I

NTERACTIVE

M

ULTICASTS

During an Interactive Multicast, identical transmissions, which comprise the floor (video streams, audio streams, and data packets) are sent from one party to multiple parties. The initiating party (Chair) calls one or more contacts (Participants) at the start of the conference and controls its progression. Contacts may also join an open Multicast by calling the Chair. The Chair can grant and reclaim the floor, clear floor requests and disconnect the session. A Participant may receive the floor, in which its video and audio is seen and heard,

respectively, by the other Participants and the Chair for a period of time.

Only Collaborate Desktop system supports Interactive Multicasts over a Local Area Network (LAN), in which the Chair and all Participants may be seen and heard during the duration of the meeting. Collaborate Desktop provides both Chair and Participant functions.

Interactive Multicasts can proceed in the form of a lecture or demonstration, in which

Participants’ participation is restricted and controlled by the Chair, or as a free discussion, in which the main Participants can interact freely without the need to receive permission from the Chair. Additionally, these sessions may be public Multicasts, in which non-participating audience members can view the events from their desktops or conference rooms.

NOTE: Interactive Multicasts are available only over local area networks (LANs) that conform to H.323-based recommendations. Therefore, all parties must have a LAN (IP) connection.

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C

HAIRING AN

I

NTERACTIVE

M

ULTICAST

CHAIRING AN INTERACTIVE MULTICAST

If you initiate an Interactive Multicast, you become the Chair of the session. The Chair is responsible for managing communication during the session, and for ending it. The session starts when you start the Multicast from the Start Multicast dialog box, even if no Participants have joined yet. From the Control tab, you control the Multicast.

Starting an Interactive Multicast You decide whether the session should be open or

closed. Among other options, you can restrict the session with a password, to leave it open to all callers, or to

multicast it to public viewers. Calling Participants to an

Interactive Multicast Dial Participants from your station, and/or join incoming callers to the session. Managing the Multicast Session Control who has the Floor (is seen and heard).

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Collaborate Desktop: User Guide 47 STARTING AN INTERACTIVE MULTICAST

When you start an Interactive Multicast as the Chair, you must first set it up in the Start Multicast dialog box.

NOTE: The required Multicast settings must also be defined before

starting

To start an Interactive Multicast:

1. Check the Multicast settings. If necessary, change them to meet your session's requirements.

2. In the Dialer menu, click Start Interactive Multicast. -or-

In the Shortcut tray, click the Multicast button (depending on your Shortcut tray's customization).

The Session Information dialog box appears.

3. Set up the next Interactive Multicast according to its specific requirements, and then click

Start.

4. Even though you have not called anyone yet, the Interactive Multicast is now in session. The Drawer opens to the Chair's Conference Control tab. If the session is available for third-party viewing, someone with a third-party video viewer can tune in already.

5. Call participants to join in the session. Contacts may also join an open Multicast by

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48 Collaborate Desktop: User Guide MULTICAST SESSION PROPERTIES

The Start Interactive Multicast dialog box contains options for setting up an Interactive Multicast as the Chair.

How to access this dialog box

 Multicast Information

 Name – Type a name to identify this Interactive Multicast.

 _{Private Interactive Multicast – Select to limit viewing only to the intended Participants.}

Public viewers cannot receive this Multicast.

 Require Password – Select to limit participation in the Interactive Multicast only to those persons who enter the correct password when they call in.

 Password – Type the password.

 Public Interactive Multicast – Select to make the Interactive Multicast available for live public viewing through online video viewers. Persons observing through an online video viewer cannot participate actively in the Multicast.

 Description – Type a name or description of the Interactive Multicast.

 Duration – The estimated duration, in minutes, of the Multicast. The third-party viewer’s program schedule, if applicable, will show this session's duration.

 Use Local IP – If Collaborate Desktop is running in Stand Alone mode, and is

configured with more than one IP address, choose the active IP address from the list. Click Start to begin the Multicast session.

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Collaborate Desktop: User Guide 49 CALLING PARTICIPANTS TO AN INTERACTIVE MULTICAST

After you have set up an Interactive Multicast in the Start Multicast dialog box, invite participants to join the session by dialing:

 _{Contacts Using the Manual Dialer}

In the Manual Dialer , enter user numbers (E.164) or IP addresses one by one and click Invite.

 Personal Phone Book or Speed Dial Contacts

Select single or multiple Personal Phone Book or Speed Dial contacts and click Invite.

 Online Directory Contacts

Select single or multiple contacts in the online directory and then click Invite.

After each contact is dialed, it appears in the Conference Control's Outgoing tab in the Drawer. Each successful connection is added to the Interactive Multicast.

NOTES: Interactive Multicast sessions are available only over LAN (IP)

connections with systems that conform to the H.323 Recommendation. To be able to complete the connection and join a session, the remote systems must be able to support the video (H.26x) and audio standards that you set in the Calls Settings>Multicast tab.

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50 Collaborate Desktop: User Guide THE OUTGOING TAB -INTERACTIVE MULTICAST

The Outgoing tab lists all Participants called by the Chair to join an Interactive Multicast. In Progress List of Participants currently being dialed.

To cancel dialing to one Participant, select that Participant and click Cancel.

To select all Participants in the list, click Select All. Failed List of Participants to whom dialing was unsuccessful.

To remove a Participant from the dialing list, select that Participant and click Remove.

To dial a Participant again, select that Participant and click Redial. To select all Participants in the list, click Select All.

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Collaborate Desktop: User Guide 51 THE CONTROL TAB -INTERACTIVE MULTICAST

The Control tab contains controls and commands for managing Interactive Multicasts as the Chair.

How to access this tab Participants Area

The Participants area contains a list of Participants who successfully joined the Multicast, and the following Multicast Management controls:

Grant Floor Grants the Floor to the selected Participant. The Participant's audio and video will then be multicast to all stations in the Multicast.

If the Participant requests to receive the floor, an icon appears next to the Participant's name and in the Indications tray of the Main Viewer.

After the Floor is granted, the Participant's video appears in the Main Viewer and its name appears under the Remote video view.

Reclaim Floor Returns control of the floor to the Chair. Disconnect Disconnects the selected Participant(s).

The Participant is disconnected at this time. There is no confirmation request.

Clear Request Denies requests for the Floor.

Select the requesting Participant(s) and click this button. The Participant receives a message stating that the Chair rejected their requests.

Auto Grant Grants the Floor automatically to all Participants that request it, therefore allowing the session to proceed as a free discussion.

The Chair does not see the requests, and the Participants do not receive messages asking if they want to accept the floor. The current speaker is seen and heard by all the other participants.

Only one person at a time can have the floor. To avoid conflicts and quick hopping from one request to another, a delay period of several seconds passes after the system grants a request. During this delay period, no other requests are granted. The floor can always be requested again later. To disable Auto Grant mode, click this button again.

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Incoming Area

The Incoming area lists the names of any incoming callers while the Multicast session is open.

Accept Joins the incoming caller to the Multicast. The caller becomes a Participant in the Multicast.

Reject Rejects the incoming caller. The caller receives a message stating that the call was rejected.

Do Not Disturb Select to automatically reject all incoming calls while the Multicast session is open.

Auto Answer Select to automatically answer all incoming calls while the Multicast session is open.

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Collaborate Desktop: User Guide 53 ENDING AN INTERACTIVE MULTICAST

There are two levels of disconnecting from a Multicast: Individual Participant Disconnection

When they want to leave the Multicast, Participants can hang up on their own, or the Chair can disconnect them individually.

To disconnect from a Multicast (Participant):

 _{Click Hang Up. You are disconnected from the Multicast at this time. There is no}

confirmation request.

To disconnect Participants from a Multicast (Chair):

1. In the Control tab, select the Participant(s) to disconnect.

2. Click Disconnect. The Participant(s) is disconnected at this time. There is no confirmation request.

Session Hang Up

At the end of the Interactive Multicast, the Chair can disconnect all the Participants and terminate the session at the same time.

To end the Multicast session:

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P

ARTICIPATING IN AN

I

NTERACTIVE

M

ULTICAST

PARTICIPATING IN AN INTERACTIVE MULTICAST

Participating in an Interactive Multicast includes the following actions:

Joining a Session Join a session either by receiving a call from the Chair, or by calling the Chair's address after a session has begun (if the Chair has set the system to accept calls during a session). Participating In the

Session See and hear the same remote video and audio as everyone else in the session. During the session, you can request and receive the Floor from the Chair.

Disconnecting At any time, click Hang Up to disconnect. Otherwise, the Chair can disconnect you at any time or at the end of the session.

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Collaborate Desktop: User Guide 55 ENTERING AN INTERACTIVE MULTICAST

As a Participant, you can enter an Interactive Multicast in one of the following ways: To enter an Interactive Multicast:

 _{Answer an incoming call from the Chair of an Interactive Multicast.}

-or-

Call the IP address of the session after the Interactive Multicast starts.

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56 Collaborate Desktop: User Guide REQUESTING THE FLOOR

After you join an Interactive Multicast, you will see and hear the same remote video and audio as everyone else in the meeting.

To speak and be seen, request the Floor from the Chair. When you finish speaking to the floor, return the Floor to the Chair.

Request the Floor To request the Floor:

 _{Below the remote video, click Request Floor. Wait for the Chair to grant you floor}

permission.

NOTE: If the Chair enabled Auto Grant, you automatically receive the

floor.

When you take the Floor, everyone in the meeting sees and hears you. Above the remote video, "On the Air" indicates that you have the Floor.

Return the Floor To return the Floor:

 _{Below the remote video, click Return Floor. Your video and audio are replaced on the}

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C

LEAR

O

NE

M

ULTICAST

V

IEWER

CLEARONE MULTICAST VIEWER

The ClearOne Multicast Viewer enables you to watch, although not participate directly, in live Interactive Multicasts. From the Dialer, you can choose to watch any Interactive Multicast in your network that's set up for public viewing. However, you are not seen or heard by the Multicast's Chair or Participants.

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58 Collaborate Desktop: User Guide THE MULTICAST VIEWER LIST

The Multicasts tab lists current Interactive Multicasts which are available for public viewing. These sessions may be viewed through the ClearOne Multicast Viewer.

The list provides the name of the Multicast, the time it started, and its estimated duration. How to access this list

To view an Interactive Multicast:

 _{Double-click the Multicast entry.}

-or-

Click the Multicast name and then click View. To stop viewing an Interactive Multicast:

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Chapter 4:

Controlling Video

IN THIS CHAPTER

Collaborate Desktop provides several ways to improve video quality both during a

videoconference and offline. You can control color quality, camera focus and movement (PTZ cameras only), and usage of video-enhancing technologies. This chapter provides instructions for:

 _{The Camera Controller}  _{The PTZ Camera Controller}

 _{Adjusting the Color of the Local Video}

 Controlling a Pan / Tilt / Zoom (PTZ) Camera

 _{Preset Camera Positions}

 Switching Between Video Sources

 _{Muting the Outgoing Video}  _{Adjusting Call Properties}

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THE CAMERA CONTROLLER

In the Camera Controller, you can make color quality adjustments. It has separate sliding controls for color, contrast, brightness, hue and sharpness.

If you're using a USB camera, click Advanced to access additional settings, such as sharpness and advanced adjustments.

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THE PTZ CAMERA CONTROLLER

In the Pan/Tilt/Zoom (PTZ) Camera Controller, you can:

 Make color quality adjustments. It has separate sliding controls for color, contrast,

brightness and hue (local video only).

 _{Control camera positioning.}

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ADJUSTING THE COLOR OF THE LOCAL VIDEO

To improve video color, adjust the brightness, color, contrast and hue of the local video. To adjust the color of the local video:

 _{In the Local Video window, click the Adjust Picture button} _{. The Camera Controller}

appears.

 To decrease a setting, drag the appropriate slider to the left.

 To increase a setting, drag the slider to the right.

 To return to the original settings, click Defaults.

NOTE: Any adjustments to the local video image also affect the remote

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CONTROLLING A PAN / TILT / ZOOM (PTZ) CAMERA

If you and/or the remote party is using a Pan/Tilt/Zoom (PTZ) camera, you can control their positioning. In addition, you can control the color settings of a local PTZ camera. In addition, you may have to manually adjust the lens focus on the front of the camera.

NOTE: If the remote party is using a ClearOne videoconferencing

product, it may also control the positioning of your PTZ camera.

To control a PTZ camera:

 _{Through the Camera Controller:}

 Click the Camera Controller button below the Local or Remote Video window. In the Camera Controller, you can:

 Adjust the brightness, color, contrast and hue of the local video.  Click the up and down arrow buttons to tilt the camera up and down.  Click the left and right arrow buttons to pan the camera from side to side.  Click the + button to zoom the view closer in or the – button to zoom the view

farther out.

You can store and recall up to 6 preset camera positions for repeated use.

 Within the Video Window:

 Place the mouse pointer inside the Video Window displaying video from a PTZ camera. The pointer changes according to its location within the window. Press the left mouse button (except where noted below) to move the camera.

Zoom in (left mouse button) or zoom out (right mouse button).

Tilt up left Tilt down right

Tilt up Tilt up right _{Pan left}

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PRESET CAMERA POSITIONS

If you want to save the camera’s current position for future use, you can save it as a preset position. At any time afterwards, you can recall this preset position to save adjustment time.

S

AVING A

P

RESET

P

OSITION

To save the current position as a preset position:

1. Position and zoom the camera.

2. In the number list, select any number from 1 to 6. Each number button represents a preset position.

M

OVING TO A

P

RESET

P

OSITION To move to a preset position:

 Click one of the Save Presets buttons.

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SWITCHING BETWEEN VIDEO SOURCES

Collaborate Desktop supports the use of both Web cameras and Pan/Tilt/Zoom (PTZ) cameras. If two cameras are connected, you can switch between them both during a videoconference and offline.

To switch to another connected camera:

1. Click the Select Video Source button .

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MUTING THE OUTGOING VIDEO

You may want to prevent video from being transmitted to the other participant. During a videoconference, you can temporarily stop transmitting video.

To mute the outgoing video

 _{In the Local Video Window, click the Mute Video button.}

The system stops transmitting video, sending a graphic to the remote side instead. The incoming video is not affected. The Mute button changes to .

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ADJUSTING CALL PROPERTIES

During a videoconference, you can make adjustments to the video transmission. The Call Properties provide controls for video quality (frame rate) and synchronization of audio and video.

This tab is available only during an open videoconference. How to access these settings:

1. In the Control menu, choose Adjust Call Properties. -or-

Open the Drawer, click the Conference tab. 2. Click the Properties tab.

S

YNCHRONIZING

V

IDEO AND

A

UDIO

If you notice that the video and audio are out of sync (for example, you hear voice only after the other party’s lips move), you can adjust the Lip Synch.

To adjust the Lip Synch:

1. Drag the slider towards Delay Video if you hear the audio after the video movement, or towards Delay Audio if you see the appropriate video movement only after you hear the audio.

2. Click Defaults to return to the default setting. If you are unsatisfied with the adjustment:

 _{Click Undo to return to the previous setting, discarding the last change.}

V

IDEO

F

RAME

R

ATE

/

Q

UALITY

Increasing the video frame rate provides smoother video. However, the video image is sharper by lower frame rate. Drag the slider until you reach optimum balance between the two.

Click Undo to return to the previous setting, discarding the last change.

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Chapter 5:

Controlling Audio

IN THIS CHAPTER

Collaborate Desktop provides several functions to help you improve audio quality. This chapter provides instructions for:

 Adjusting the Volume

 _{Muting the Audio}  _{Audio Tuning Wizard}

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ADJUSTING THE VOLUME

To adjust the volume that you hear:

 Click and drag the Volume slider to the right (to increase volume) or to the left (to decrease volume).

NOTE: To run the Audio Tuning Wizard, click the Audio Tuning Wizard

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MUTING THE AUDIO

Use this feature to prevent the remote party from hearing a local discussion, or to turn off the audio transmitted from the remote party.

NOTE: Muting the Audio does not allocate the extra bandwidth for

video.

M

UTING

O

UTGOING

A

UDIO To mute outgoing audio:

 Click the Mute Microphone button .

The icon changes to . The remote party cannot hear you, but you can hear them. Click again to reactivate the microphone.

M

UTING

I

NCOMING

A

UDIO To mute incoming audio:

 Click the Mute Speaker button . The icon changes to .

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AUDIO TUNING WIZARD

Using the Audio Tuning wizard, you can test and adjust the levels of your speakers, headset, and microphone (or other audio source) to their optimum sound levels.

NOTE: The Audio Tuning wizard "remembers" your last setup. Whenever a new call is initiated, the Audio Tuning wizard will set the audio

parameters to the configured setup.

To open the Audio Tuning Wizard:

 _{In the Video Window, click the Audio Tuning Wizard button} _.

To test and tune your audio devices:

1. Before starting the test, close all other applications on your system that play or record sound. Keeping any of these applications open may distort the results of the Audio Tuning wizard.

The Audio Tuning wizard contains separate sections. Depending on the type of device, perform the appropriate Tuning tests in the wizard. If you work in Headset Mode, skip the Speaker Mode pages by clicking Next without performing any action in those pages. Speaker Mode Tune the audio levels of the external speakers and connected

microphone.

Headset Mode Tune the audio levels of the headset speakers and its attached microphone.

2. In the Playback page, choose the sound card which generates the audio for the Collaborate Desktop application.

3. Click Start. Music starts playing from the speakers. Move the Volume slider in either direction until you hear the clearest audio output. Click Stop to exit the test.

Click Next to continue.

4. In the Record page, choose the sound card which generates the audio for the Collaborate Desktop application.

5. Click Start and read the following line into the microphone (or camera if it contains a built-in microphone):

"I am using the microphone setup wizard. It is checking to see whether my microphone is plugged in and working properly."

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The Volume slider moves to the optimum level. Click Stop to finish the test. After pressing on the Stop button, the Audio Wizard will playback the recording.

To set the level manually, move the Volume slider towards the right to raise the volume range, or towards the left to lower the range.

6. Enable/disable the following modes (available if the sound card or audio equipment supports them):

Line In Mixer Select to enable audio input through the Line In connector from an external audio source, such as DVD or VCR.

Microphone Boost Select to significantly raise the volume range of the microphone. Deselect this option to lower the range.

7. Click Next to continue.

8. If tuning was successful, select the active mode for Collaborate Desktop — Headset mode or Speaker mode. Then, click Finish to close the wizard.

If tuning was not successful, make sure that the devices are connected securely to your computer's sound card (or that the camera is connected securely to the USB port). Click Back to test the audio again.

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Chapter 6:

Application Configuration

IN THIS CHAPTER

The Drawer contains the various settings that, together, make up Collaborate Desktop's configuration. You may control many of the settings, while some may be defined only by a system administrator and others may be defined automatically by your computer system. This chapter provides instructions for the following Collaborate Desktop configuration settings:

 _{Accessing Collaborate Desktop Configuration Settings}  _{Calls Settings}

 General Settings

 _{Hardware Settings}  Network Settings

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ACCESSING COLLABORATE DESKTOP CONFIGURATION

SETTINGS

To access Collaborate Desktop configuration settings: 1. In the Control menu, choose Settings.

-or-

Open the Drawer and click the Settings tab.

The Drawer opens, displaying the Settings tab that was last open.

2. When you're finished setting the configuration in each tab, click Apply to implement the settings.

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CALLS SETTINGS

C

ALLS

S

ETTINGS

The Calls Settings tab provides access to other tabs where you can define how Collaborate Desktop handles incoming and open videoconference calls.

To access the Calls Settings:

1. From the Control menu, choose Settings. -or-

Open the Drawer and click the Settings tab. 2. Click the Calls tab.

 General

 Multicast

 Ringing