Getting Started Guide

Getting Started Guide
May 11, 2014
Getting Started Guide Chapters
2
1.
Scheduling Meetings
• Configuring Meeting Details
• Advanced Options
• Invitation Email, received by the Participants
• Invitation Email, sent to the Moderator (scheduler)
• Outlook Add-in
2.
Entering the Scheduled Meeting Room and Joining the Conference
• Two ways Moderator enters the meeting room
• Two ways Participants enters the meeting room
• Joining the conference:
• Using Browser Access
• Using an H.323 Room System
• Using a Telephone only
• Using the Blue Jeans App on an iPhone or iPad
• Using the Blue Jeans Android app
3.
Managing the Meeting
• Active Meeting View, and Moderator’s Web Controls
• Moderator’s Web Controls
• Recording and Playback
• Changing Layouts (video and screen share modes)
• Video Pinning
• Video Sharing
• Chat
• * (star) key brings up Menu Commands
4.
Personal Meetings
• Starting a Personal Meeting
1. Scheduling Meetings
Scheduling Meetings – takes just seconds!
1. First, log into your account, at bluejeans.com/login.
2. Landing in your Meetings room, click the Schedule Meeting button.
4
Scheduling – Enter Details
A
3. Enter meeting details and click to save.
B
A.
Meeting Title (displayed in the waitingfor-meeting-to-begin welcome panel)
B. Date/Time
C. Repeat Meeting? *
(daily, weekly or monthly)
D. Participant passcode *
E. Email invitations * (addresses entered in
the past will “auto-complete”)
F. Message included in invite email *
G. Advanced Meeting Options * (see next
two pages)
5
*optional
D
E
C
F
G
Scheduling – Advanced Meeting Options
Enabling/disabling options here affect this one scheduled meeting only.
• To change options for all Scheduled meetings (going forward), also check “Make
Default Settings” box (or, make your selection from My Settings / Room Settings).
• To change options for your Personal meeting, click your Personal meeting bar,
then click Edit Personal Meeting, then click “Advanced Meeting Options.”
bluejeans.com/johnsmith
Publish Meeting – check if you
want meeting to appear in your
“public” Blue Jeans web page:
Encrypt Meeting – requires each participant that connects to your
meeting has encryption turned on. If they do not have it turned on,
they will see a message telling them “encryption is required.”
Check “Allow Telephone Participants” box if you want phone dial-in
callers to be able to attend this encrypted meeting.
6
Crop Video – a Stretch feature to help promote a 4:3 video to a 16:9
full screen video (Not recommended for most meetings).
Scheduling – Advanced Meeting Options
Moderator-less Meeting – enable if you want participants to meet
without the moderator having to start the meeting:
• Meeting begins after first 2 participants arrive.
• The person scheduling the meeting has the moderator controls
(mute all, drop, etc.) available for use, when they decide to join.
Enable Auto-Recording– If the Recording feature is enabled for your
account, checking this box will start the recording session
automatically when the first participant joins the meeting.
Disable Chat Messaging – checking this box will disable Chat from
this one scheduled meeting. Click here for instructions on how to
disable Chat from all Scheduled meetings, going forward (or from
your Personal meeting).
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Scheduling – Advanced Meeting Options
Mute Participants On Entry – when selected, this automatically mutes
each participant as they join the meeting, regardless of how they have
connected (audio, room system, mobile device, etc.).
While this can be set as a default setting for all meetings, we
recommend it be used for larger meetings. In a small meeting, with 1-2
participants, there is less reason to automatically mute attendees.
Silent Participants Entry Mode – check this box if you want to disable
the audible “beep” when participants enter or exit the meeting. This
will also disable the “Bob Smith has joined (or left)” banner from
appearing.
Make Default Settings – check this box if you want these settings to
be the default for all scheduled meetings you make, going forward.
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Scheduling – Default Settings
4. Finally, you may wish to change four other
default settings, for all of your meetings
(found in My Settings / Room Settings):
A.
B.
C.
D.
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Welcome Message (displayed in the
waiting-for-meeting-to-begin welcome
panel)
Disable Audible Alerts turns off the beep
when participants enter & leave.
Default Video Layout for you and all
participants
Default Connection option will be the
endpoint type participants will land in
when they click “Join Meeting”
A
B
C
D
Scheduling Meetings – Ready to Use!
That’s it! Your scheduled meeting
is now ready to use, at the
scheduled time or anytime earlier.
Click the Meeting Bar to expand
and show meeting details and
edit/cancel options at the bottom:
John’s Meeting
A. Edit meeting: change meeting
options or invite additional
participants
C
B. Cancel Meeting: terminate the
meeting reservation entirely. Invited participants
will be sent a “meeting canceled” email.
C. Share Meeting info: copy and paste to send via
email or IM.
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A
B
Email sent to Participants
Want to add your logo and custom text to
email invitations? Click here to learn how.
Participants receive an invitation to attend your
meeting, which will be added to their calendar.
Clicking Join Meeting Link sends them to
your Meeting Room, where they then choose
to join via your listed endpoint options
Meeting information for Room System
(IP, ID and optional participant passcode)
Phone (audio only) dial-in instructions
Optional Meeting Message
11
Tip: Click Direct-dial with my iPhone
Click to see 35+
International numbers.
Email sent to Moderator
Moderator (or host … the person who
scheduled the meeting) receives a similar
email. The one difference is the Moderator’s
passcode will be shown. This code is used
exclusively by the moderator:
• If Host enters the meeting from a Room
System or Telephone this Moderator
passcode must be used to start the
meeting. The exception is:
• If the meeting was scheduled to be
moderator-less, or
• If moderator enters the meeting by
logging into his account, then
“starting” the meeting from the web
interface (see page 15),
• Moderator’s passcode can also be
found in the Account > Room Settings
section of their account.
12
Schedule Meetings from Outlook
Click here to download the Add-in file
1. Click the Blue Jeans Add-in button
at top to open a new event.
2. Fill in event details:
• Change Subject (from “Blue Jeans
Meeting Invite”) if you wish
• Enter date & time
• Mark as Recurrence (if needed)
• Insert the e-mail addresses of your
meeting participants to invite.
• Compose message (if needed)
3. Click Send.
4. Blue Jeans meeting details will
appear in your message.
5. Click OK to send the invitation.
6. New Meeting ID will be added in
your Blue Jeans account.
13
For Outlook training
video, click here
You can also schedule
meetings direct from Gmail.
Click here to learn how.
2. Entering the Scheduled Meeting Room
and Joining the Conference
Moderator enters the Meeting Room - two easiest ways:
15
1.
When it’s time for the meeting to begin, the moderator clicks
on the link in the email invitation that was sent to the Moderator
(contains Moderator’s unique passcode):
2.
Or, the moderator logs into their account and clicks
the scheduled meeting bar, then Start Meeting:
Participants enter the room:
1.
2.
16
Clicks link in their Participant email invitation:
Or, logs into the meeting room from the Blue Jeans
web site (bluejeans.com), clicking Join A Meeting
and entering the Meeting ID (and passcode):
Note: If Moderator publishes the meeting (via Advanced
Options), participant can also join from the Moderator’s URL:
Joining the Meeting using
Browser Access,
from your PC or Mac computer
For Browser training
video, click here
Browser Instructions
1. In the meeting room, under the Computer tab, select Browser , then click Join Meeting.
Works with Operating System:
• Windows: Windows 8, Windows 7 SP1
and above, Windows Vista SP2 and
above, Windows XP SP3
• Mac: OS X 10.6 and above
• Linux (by request only): Blue Jeans
currently supports:
• 64-bit versions of Red Hat
Enterprise Linux 6 and above,
• Fedora 12 and above, and
• 64-bit Ubuntu (12.04 LTS and
above).
18
Browser Instructions
2. A new window will launch.
Click the Download button to
install the Plugin.
• You’ll only need to perform
the download steps one
time. It takes less than one
minute.
• The message may appear
different, depending on
which browser you are using.
19
Browser Instructions
3.
Follow the installation steps:
• Save the file
• Download installer, if required.
• Click Run to start installation
4.
Browser window opens! Get ready to join!
1. Click to unmute your audio or video
2. Uncheck to skip “Get Ready” page next time
3. Change your mic, camera or speaker setting, if
needed, then click Enter Meeting to join.
1
2
20
3
Meeting count
Attendee Controls
Moderator-only controls noted in red
Video sharing
(if enabled)
Chat (click for instructions)
Click to:
Mute your Mic
Mute your Camera
Mute your Speaker
Share your Screen
Hover to bring up:
Layout options or Enter Full Screen
21
Collapse side panel
The Moderator
has
control to mute the mic or
camera for each participant.
When moderator then unmutes a mic, that participant
does not need to unmute
himself.
Note: Participant can override Moderator’s mute
action, but, Moderator
cannot over-ride the mute
made by the participant.
Attendee Controls
Click to leave Meeting.
Moderators see option to
let meeting continue:
Click name to expand
Device type and Quality
indicator (bar).
Moderator can Drop
participant.
Click Quality indicator
bar to expand for
endpoint measurements
22
Recording
To start Recording, press
the red button.
Participants will hear an
audible alert “the meeting
is being recorded.”
•
Browser
endpoints
will see a
flashing
red light
when
recording
is on.
23
•
•
Recording can only be
enabled by the
Moderator.
If the Moderator does
not have a Recording
button, click here for
setup instructions.
For detailed
instructions on how to
manage the Recording
and Playback feature,
click here
Controls
Video Layout:
Choose one of three
layouts in video mode.
Moderator has option
to push layouts to all
participants
Moderator has ability to:
• Mute everyone, or
• Lock the meeting
(preventing late arrivals
from joining)
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Controls : Video Pinning
For lectures, you may want one participant (the
"presenter") to be prominent: always be shown as
the "main speaker" in your meeting, regardless of
who's talking. Using "video pinning," you
can lock a specific presenter as the "active"
speaker.
Moderators only can enable video pinning:
1. Select Moderator Controls from the lower
right hand corner
2. Select the Pin Video Participant drop down to
see a list of all meeting participants.
3. Select the presenter.
4. Confirm you have chosen the right name, then
click "Apply layout for all participants" to
enable
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Settings
If you have multiple
mic, camera or
speaker devices on
your computer,
choose the right
one from the drop
down list.
Click to make sure
your speakers are
working
Tip: check to auto-send
audio & video automatically
when joining
26
Uncheck if you don’t
want your audio or
video to be connected
automatically when
arriving into the
meeting
Meeting Info (Invite Moderator-only)
Invite:
Moderator can send
emails, inviting
participants to join the
meeting in progress
Meeting Info:
• Title
• URL
• Meeting ID
• Room System Dial
in URLs
• Dial in Telephone
numbers
• Click to copy and
paste meeting
instructions.
27
Sharing your Screen
Meeting participants will see whatever screen you move to on your computer:
1. Click either Screen Sharing icon to share your Desktop, then:
2. If multiple external monitors are connected, select the monitor you
wish to share content from, or …
3. … if one monitor is present, click “Share my screen” to start sharing.
1
2
3
28
Sharing your Screen
Sharing Widget: The “active speaker” remains visible as you show your screen!
•
•
•
•
•
29
Drag window to your preferred location.
Stretch the window to a larger size, from any corner.
Mute camera or mic.
Click bottom right drop down to hide widget.
Click
to end screen sharing.
Viewing a Screen being Shared by Another Participant
Viewing another participants screen
share on the Browser provides:
1080p screen sharing – high resolution
content sharing on supported
devices/systems.
Dual stream – the content being
shared, far-end video and your picturein-picture (PIP) are all viewable on
screen.
Video Layout controls allow you
to switch between continuous
presence, active speaker and
constant presence modes.
30
Scale - slider to scale the
video and content windows
to suit your viewing needs.
Zoom button that allows you
to zoom in on the content
being shared.
Joining the Meeting using
an H.323 Room System
For Room System training
video, click here
Joining a Meeting using an H.323 Room System
1. Click the Room System tab at the top
panel to see the dialing instructions.
2. Per the instructions, from your Room
System monitor dial the IP address:
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Joining a Meeting using an H.323 Room System
3. Blue Jeans delivers, into your room system
monitor, an input field for Meeting ID and
Passcode, and “pairing” code at the
bottom:
4. In the final step, you connect into the
meeting one of two different ways:
1. Enter Meeting ID and
Passcode (if required).
Press # to submit:
- OR 2. Enter the displayed
“Pairing Code” in the
Meeting Room Web field
(using your laptop):
33
Note: you must use
“Pairing Code” if you
want access to webapp
Moderator controls
Sharing Content and Presentations from H.323 Room System
Room systems can share by connecting laptops to the system, and enabling screen sharing
from the room system remote control.
Connect your laptop to the room system via VGA/DVI/HDMI interface and enable sharing on
that end. Blue Jeans will automatically relay the content sharing across to remote participants.
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LifeSize
Tandberg
Polycom
Joining the Meeting using
a Telephone only
Joining a Meeting using a Telephone only
Need to join the meeting, but, you’re not at a video endpoint? Click the Phone tab, and dial
the listed number. When connected, enter the meeting ID (and passcode, if required).
When talking, the Phone participant
will be shown as a thumbnail.
bluejeans.com/numbers
36
Joining the Meeting using
an iOS mobile (iPhone or iPad)
For iOS training
video, click here
Joining a Meeting using an iPhone or iPad
1. Download the Blue Jeans app from the App
Store on your iPhone or iPad. Click the app
to start.
2. Two ways to join a meeting:
• If you have a Blue Jeans account, log
in (must enter your username, not
email address), or
• If you don't have a Blue Jeans
account, click Join
3. You'll land in the app, where you can:
• Click to start your instant meeting, or
• Join another user's Personal or
Scheduled meeting, by entering the
meeting ID (and passcode, if needed).
• Open calendar to find and join
scheduled meetings.
38
3
1
2
Send BJN meetings from
your iOS calendar to here!
Joining a Meeting using an iPhone or iPad
4. You'll land in the meeting! Press an icon to:
• Press icon at bottom to:
• Mute your Microphone
• Mute your Camera, or
• End the meeting.
• Your camera image is shown at the
bottom right
• Note ear-bud/speaker behavior, found
at the bottom of this solution
• When another participant is sharing
their screen:
• You'll see the shared content and
the participant videos,
simultaneously!
• Stretch the content to zoom
in. Double tap to return to the
native scale
39
Media options, Layouts & Sharing
4
Mute
Mic
End
Meeting
Roster & Chat
Mute
Camera
From your
camera
Joining a Meeting using an iPhone or iPad
5.
Click/Swipe icon at top left for more options:
•
Switch to Audio Only (this will mute your camera)
•
Switch to back camera
•
Change the Layout, to either:
•
Active Speaker (just the speaker shown)
•
Active Presence (speaker talking at top, with thumbnails
of most recent speakers at the bottom)
•
Constant Presence (up to four speakers shown equally)
•
Share Documents, photos or web pages.
6.
Click/Swipe icon at top right to:
•
View participant roster
•
Chat with all meeting participants
•
Invite others to the meeting (for moderator only)
40
Media options, Layouts & Sharing
5
Roster
6
Chat
Invite
Joining the Meeting from
Android
For Android training
video, click here
Joining a Meeting from Android
1. Download the Blue Jeans app from the
Google Play store
2. To join a meeting:
• If you have a Blue Jeans account, log in
at the bottom (enter username, not
email address), or
• Participants without a Blue Jeans
account, click Join Meeting at the top
3. You'll land in the app:
• In the "Join A Meeting" section, enter
the meeting ID (and passcode, if
necessary) and your name, then click
Join Meeting.
• (Blue Jeans account owners only can
click to start their Instant Meeting, or
also Join a Meeting, by entering the
meeting ID (and passcode, if necessary)
42
1
2
3
4
Joining a Meeting from Android
4.
You'll land in the meeting:
• Mute your mic or camera, change Video Layouts
(3 on-screen options), change your camera to
front or back, or end the call
• Your camera image is shown at the bottom right
• Tilt your mobile to landscape to expand the
viewing area
• When others share their screen, you'll see the
shared content and the participant videos
5.
Blue Jeans account owners click Meetings at
the top to see your scheduled BJN meetings.
Simply click the calendar event to start or join the
meeting!
6.
Click top right to access Account Settings, attend
a meeting with Audio only, or log out of the app.
43
Mute Mic
Mute Camera
Change Layout
Switch Camera
End Meeting
From your camera
5
6
3. Managing the Meeting
Active Meeting View, and Meeting Web Controls
Participants meet in the Blue Jeans “Active Meeting
View” window:
45
From the web interface, Participants and the Moderator can
manage the meeting from this view, when using Room System,
Jabber, Lync or Google (with the Browser, controls are included
in the Browser window).
Details on next pages …
Meeting Attendee Controls
Moderator-only controls noted in red
Meeting count
Chat (click for
instructions)
Click to leave Meeting.
Moderators see option
to let meeting continue:
Click to:
Mute your Mic
Mute your Camera
Mute your Speaker
Share your Screen
The Moderator
has control to mute (and
un-mute) participant’s mic or camera.
Click Endpoint name to expand and view:
• Device type and Quality indicator
• Click Quality bar to see call statistics
• Moderator can Drop participant
Collapse side panel
Invite Participants
(for Moderator only)
46
Switch to “Controls”
(for Video Layouts and
Meeting Info)
Recording and Playback
To start Recording, press the red
button. Participants will hear an audible
alert “the meeting is being recorded.”
• Recording can only be enabled by
the Moderator.
• If the Moderator does not have a
Recording button, click here for
setup instructions.
• For detailed instructions on how to
manage the Recording and
Playback feature, click here
47
Controls: Screen Layouts, Mute All & Lock
Choose one of three Video layouts to view the
participants.
Moderator has control to push their chosen
Video layout to all participants.
When content is shared, 5 layouts are
available (except when using Browser, which
provides sliding scale)
Note, moderator will not be able to push
screen share layouts to others:
Tip: Moderator can change meeting default layout (for both
host and attendees), in Account / Room Settings.
Participants will be able to change their layout after they
have joined the meeting:
Moderator can Mute all
participants (as needed), or,
Lock the meeting
(preventing anyone new
from joining)
Controls: Video Pinning
For lectures, you may want one participant (the
"presenter") to be prominent: always be shown as
the "main speaker" in your meeting, regardless of
who's talking. Using "video pinning," you
can lock a specific presenter as the "active"
speaker.
Moderators only can enable video pinning:
1. Select Moderator Controls from the lower
right hand corner
2. Select the Pin Video Participant drop down to
see a list of all meeting participants.
3. Select the presenter.
4. Confirm you have chosen the right name, then
click "Apply layout for all participants" to
enable
49
Invite Participants
Moderator-only controls
Invite:
Moderator can send emails,
inviting participants to join the
meeting in progress
Meeting Info:
• Title
• URL
• Meeting ID
• Room System Dial in URLs
• Dial in Telephone numbers
• Click to copy and paste
meeting instructions.
50
Video Sharing
Blue Jeans video sharing lets you upload video clips
to your personal Blue Jeans account and share them
in real-time with meeting participants.
1. Administrator enables the service from the Admin portal. All
users will have this feature. It cannot be enabled/disabled for
specific users.
2. Upload the video files you wish to share before the meeting.
3. In the meeting, click the sharing options icon in top right,
then select the previously uploaded video.
4. Click play to start the video.
• All participants are automatically muted, including the
presenter. When the video is paused, stopped or ends,
participants are automatically unmuted.
• To speak during the video, users may push the space bar
on their keyboard to temporarily “unmute” themselves
and speak. When they release the space bar, they will
return to the muted state.
5. Users can modify bit-rate settings at any time while a video is
being played from the settings icon in the lower tool bar.
51
Chat
To start a chat session:
1. Click the chat icon at the top of your meeting page,
2. Enter your text,
3. Your message will appear (in example below, Ralph started the discussion and
John replied, both times)
Please note:
•
Message can be read by all participants. The ability to privately chat (with
specific person) will be added at a later date.
•
Chat archives will be introduced in a future release.
•
Chat can be disabled at the user level (My Settings/Room Settings). If the entire
Enterprise Group wishes to have chat disabled for all users, contact
support@bluejeans.com.
By default, chat is enabled for all accounts.
Click here for instructions to disable chat
from your meetings.
52
* (star) key brings up Menu Commands
Need to mute your audio or video, or change layouts, and don't have access to the Blue Jeans Meeting Room
web interface? Access the Blue Jeans meeting control menu by pressing the star/asterisk (*) key from your room
system remote. The blue menu panel will appear, letting you:
1.
2.
3.
4.
5.
6.
7.
8.
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Switch layouts
Change menu to German language (or back to English)
Bring up meeting information
Mute (unmute) the Audio at your endpoint
Mute (unmute) the Video at your endpoint
Hide the Overlay graphics (the BJN logo, and the name/icon
bottom of each participant - see example below)
Add your own endpoint video to be seen by you, in the BJN meeting panel
Mute all
bar at
4. Personal Meetings
Instead of scheduling a meeting, you can
also use a Personal Meeting for quick,
one-time, on-the-fly video conferences.
Starting
Personal
Meeting
Starting a aPersonal
Meeting
1.
Click the Personal
Meeting bar to view ID,
passcode and joining
instructions.
2. Then, click the Start
Meeting button.
Personal Meeting details can be shared with
anyone to join your meeting from the Blue
Jeans website. Your Meeting ID and
Participant passcode are all you need to share
with users to give them access to your
meeting room.
Click to copy meeting instructions to
clipboard, then send onto participants via IM
or email.
55
www.bluejeans.com
To learn more about our service, please visit
bluejeans.com/support
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