NU Desktop Videoconferencing User Guide
Table of Contents
Introduction ... 3
Updates for version 3.1 ... 3
Download and Login ... 4
Pre-Call Preparation ... 5
Invite Guests ... 5
Calling Methods ... 6
Conference in Your Room ... 6
Direct Call or Join Someone’s Room ... 7
Desktop to Desktop ... 7
Desktop to Room-Based System ... 7
Desktop to MCU Session ... 7
Desktop to Multipoint Videoconferences ... 7
Guest Participation ... 8
Call from Your Meeting Room ... 9
In Call Controls ... 13
NU Desktop Videoconferencing: User Guide Version 3.1 Updates – September 1, 2014
1. Simplified Interface
You can use all features of Vidyo within the application, so there’s no need to access the web browser to login, get room links or control your meeting. However, if you are managing a meeting, there is a quick access button that will allow you to access the web interface to administer your account.
2. Private and Group Chat
During a videoconference, you can enable the Participants List and Chat components to begin chatting others in the conference. Also, with a specific participant, you can initiate a private chat simultaneously. Messages in Group and Private chat will be indicated with an red number over the Participants List icon in the toolbar.
3. Guests will now join via a web browser
For those who have not installed Vidyo before (as a guest or an account holder), access will now be provided within the web browser. A browser plug-in will need to be installed and will not require an admin account to do so.
For those Guests that already have Vidyo installed, the program can be updated to take advantage of the new features and the web browser is not required.
4. Share data using your iPad with VidyoSlate
Using an iPad, you can download VidyoSlate from the App Store. Login with the same netid/password, search for and join the videoconference as a participant. Once connected, share your data from the iPad into the videoconference.
VidyoDesktop Version 3.1
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 a slick and intuitive user interface.Downloading and Logging In
To download VidyoDesktop, use your favorite browser to enter
http://main.vidy.northwestern.edu Click Download VidyoDesktop.
1. Follow the on-screen instructions or visit the NUIT Desktop
Videoconferencing webpages for more detailed installation instructions for your Mac or Windows computer.
Pre-Call Preparation
Viewing Your Contacts List
1. Enter a name in this text box to search for a contact. As soon as you begin typing, search results appear.
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 the public room. For more information about placing a call or joining a contact’s room, see “Making a Direct Call or Joining a Conference in Someone Else’s Room” on page 7.
4. Click to Invite Guests to a videoconference. The meeting invitation automatically opens with your default desktop mail application, and pre-fills with your personal meeting 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.
Calling Methods
Joining a Conference in Your Own Room
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 extension, and the tenant name. For
more information about status, see “Understanding the Status Icons” on page 7.
3. Click Join to join your room
Make a Direct Call, Join a Conference in Someone Else’s Room
1. Click to view more information about the contact, place a direct call to a contact, or join the contact’s room.
2. Click this icon to add or remove this contact from your contacts list. 3. The status and name of the contact, the contact’s extension, and the
tenant name. the Status Icons” on page 7.
4. Click Call to place a direct call to the contact. busy or offline state, the Call button will be disabled.
5. The list of that contact’s rooms. Click a room to join it.
Desktop to Room-based system
– Follow these steps to conduct a one-to-one or a one-to-many videoconference using an existing videoconference room (H.323
videoconference system such as Polycom, Tandberg/Cisco, LifeSize), either on or off campus.
1. Determine the IP address of the videoconference system you will be connecting with from on- or off-campus. Contact your department tech support for assistance.
2. From the Vidyo interface, enter the number 3, followed by the IP address of the room-based videoconference system.
(ex. 3129.105.110.112).
Note: The number 3 is necessary to enable a desktop videoconference call to connect to a room-based system. 3. Once the IP address is entered, click Call.
If the room-based system can receive a call, they will connect.
Desktop to MCU session
– Follow these steps when a videoconference is hosted by the NUIT Videoconference Bridge. You can connect and participate with your NU Desktop Videoconferencing account.
1. Find out the MCU session number of the videoconference from the videoconference coordinator
2. Using Vidyo, enter the number 3, followed by the MCU session number.
coordinator, or whomever had made the videoconference reservation
i. The number 3 is necessary to enable a desktop videoconference call to connect to an MCU session. (ex. 3500012345 )
3. Once the MCU session number is entered, click on Call.
a. If the MCU session is active and able to receive a connection, the call will be connected. If you’ve entered the number incorrectly or the MCU session is not yet active, you will not connect.
Desktop Multipoint Videoconference
Each account has the ability to host a multipoint videoconference by using the Join Room option. Up to 7 total participants per account.
1. Notify others of the scheduled videoconference meeting 2. Instruct them to login to the portal, search for your name
and choose to Join Room
a. Each account has a capacity for up to 7 total connections, including yourself
3. You will log into the portal, click on My Room and click Join Room. a. This will connect you with the others
b. Other guests can join your room by using the method below.
Call Out From Your Meeting Room
While in your meeting room, you can easily dial out to other Vidyo users or videoconference systems.
1. Click the Show Participants icon in the toolbar----
2. At the top, click the Invite Others icon---
3. Enter the name of the person or the IP address (with the prefix) of the videoconference system you’re adding into the meeting
4. Click on the correct name or IP address (with the prefix) below 5. Click Invite to initiate the call
Guest Participation
1. Click the Show Participants icon in the toolbar---
2. At the top, click the Send Email icon to send an email to your guests 3. When your Guest clicks the link in the email they receive, their
browser will open to the Guest Login page. Enter a name to join. 4. Update/Download and Install Vidyo
a. If you’re using an older Vidyo version as a Guest, you’ll be prompted to update your software – please do so.
b. If you do not have Vidyo installed or running when you attempt to login as a Guest, you’ll be prompted to download the Vidyo web browser plugin
5. Locate the plug-in in your browsers download folder 6. Run the application to start the installation
8. When prompted to login as a Guest, enter your name and select the devices to use in the videoconference
9. After joining, you can participate within the videoconference. 10. Chat is not available with the Web client
11. The functions of the web browser mimic the desktop client but are in different locations.
12. You perform the following functions in the web browser a. Control your media – microphone, camera, speaker b. Full screen display
c. Disconnect call
d. View current time or duration of videoconference connection e. View list of participants
f. Share data from your computer g. Turn on/off Self-View
h. Change the Layout
Understanding the Status Icons
Contact Status
Icon
Description
The contact is online and available to receive a direct call
or to join a room.
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.
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
Room Status
Icon
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.
In-Call Controls
Button
Description
View a list of the conference participants and chat with them;
invite participants to the conference (via the contact list or by
email); launch the Control Meeting panel which provides
access to the conference moderation options.
Chat with all participants as part of the conference group chat.
Select how to view the participants’ video windows during the
conference; control the maximum number of windows.
Enter and exit full screen. On Mac OS, this button appears on
the upper left side of the video window.
Toggle among the applications or screens that are being shared
during the conference.
Toggle your self-view preference.
Mute, unmute, and control your speakerphone volume.
Mute, unmute, and control your microphone volume.
Show or hide the video feed from your camera.
Open the Settings page.
Toggle between the conference time and a clock.
End the conference.
Settings
The settings are accessible via the gear icon in your Vidyo application window (see Pre-Call on page 5).
Screen
Description
View user and conference status information; generate
diagnostics reports.
For Firewall Traversal:
Select the Always use VidyoProxy check box if you want
VidyoDesktop to always connect via the assigned
VidyoProxy.
Select the microphone, speaker, and camera you are using;
select your video quality preferences; control echo
cancellation; set whether you want the microphone level to
be automatically adjusted.
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.
Show Conference Status
Conference Status provides details for diagnostics and can display: - Bandwidth in use
- CPU Utilization
