VIDEO COMMUNICATION USER GUIDE Contents

VIDEO COMMUNICATION USER GUIDE Contents
VIDEO COMMUNICATION USER GUIDE
Contents
QUICK START GUIDE...................................................................................................................................... 3
INVITE GUESTS (HOSTS ONLY) .................................................................................................................. 3
VERIFY YOUR EQUIPMENT ........................................................................................................................ 3
INSTALL THE AVC APPLICATION ................................................................................................................ 3
CHECK YOUR CAMERA .............................................................................................................................. 3
CHECK YOUR AUDIO.................................................................................................................................. 3
SET UP A VIDEO ROOM ............................................................................................................................. 3
OPEN THE SESSION ................................................................................................................................... 4
OPEN VIDEOS AND FRAMES...................................................................................................................... 4
SHARE YOUR DESKTOP.............................................................................................................................. 4
TIPS............................................................................................................................................................ 4
DETAILED USER GUIDE .................................................................................................................................. 5
THE AVC APPLICATION .............................................................................................................................. 5
JOIN A VIDEO SESSION .............................................................................................................................. 5
JOIN A VIDEO SESSION MENUS ............................................................................................................. 5
JOIN A VIDEO SESSION BUTTONS ......................................................................................................... 5
JOIN A VIDEO SESSION OPTIONS .......................................................................................................... 5
MANAGE A VIDEO SESSION ...................................................................................................................... 5
MANAGE A VIDEO SESSION OPTIONS ................................................................................................... 6
VIDEO ROOMS........................................................................................................................................... 6
SETTING UP A VIDEO ROOM ................................................................................................................. 6
EDITING VIDEO ROOM SETTINGS.......................................................................................................... 6
DELETING A VIDEO ROOM .................................................................................................................... 6
CAMERA .................................................................................................................................................... 7
AUDIO ....................................................................................................................................................... 7
ENTERING A VIDEO ROOM........................................................................................................................ 7
SENDING AND RECEIVING VIDEO AND FRAMES ....................................................................................... 8
MANAGING PARTICIPATION (HOSTS ONLY) ............................................................................................. 8
1
CHECKING ON VIDEO FROM ANOTHER PARTICIPANT .............................................................................. 8
USING AVC FEATURES ............................................................................................................................... 8
FRAMES ................................................................................................................................................. 8
CHAT...................................................................................................................................................... 9
DIAL IN AND DIAL OUT (HOSTS ONLY) .................................................................................................. 9
RECORDING AND PLAYBACK ................................................................................................................. 9
TIPS ON USING AVC WITH A COMPUTER ................................................................................................ 10
CONFERENCE ROOM USER CONFIGURATION............................................................................................. 11
NETWORK................................................................................................................................................ 11
EQUIPMENT ............................................................................................................................................ 11
DESKTOP AND LAPTOP USER CONFIGURATION ......................................................................................... 11
COMPUTER.............................................................................................................................................. 11
NETWORK............................................................................................................................................ 11
CAMERAS AND HEADSETS................................................................................................................... 11
SPEAKERPHONE .................................................................................................................................. 11
A NOTE ON USB DEVICES .................................................................................................................... 12
MICROSOFT .NET FRAMEWORK.......................................................................................................... 12
AUDIO CARD........................................................................................................................................ 12
VIDEO CARD ........................................................................................................................................ 12
FOR SYSTEM ADMINISTRATORS.................................................................................................................. 12
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QUICK START GUIDE
INVITE GUESTS (HOSTS ONLY)
1.
2.
3.
4.
5.
6.
7.
Open AVC
Choose the Video Room ID
Click ‘File’ then ‘Send an Invite’
Enter the Guest PIN (not your Host PIN)
Leave Screen Name blank
Select Date and Time from the drop‐down menus
Click ‘Send’. AVC generates an invitation email you can send to your guests.
VERIFY YOUR EQUIPMENT
You will need a suitably equipped computer, a webcam, and a headset or speakerphone to use AVC. See
“Desktop and Laptop Computer Requirements” in this guide for details.
INSTALL THE AVC APPLICATION
1.
1.
2.
3.
4.
Click the following link or copy and paste it into your browser:
https://www.appiavideo.com/Download.html
Accept the End User License Agreement by checking ‘I Agree’ and then clicking ‘Submit’
Click ‘Start Download’
Click ‘Run’ to install
CHECK YOUR CAMERA
1.
2.
3.
4.
Open AVC
Click the ‘Settings’ then ‘Camera’
Select the parameters
Click ‘Options’ then ‘Local Video’. Adjust the position of your camera as necessary so that it
shows you the way you want others to see you
5. Click ‘Camera Set Up’ if you wish to change your camera settings.
CHECK YOUR AUDIO
1.
2.
3.
4.
Click ‘Settings’ then ‘Audio’
Select the speakers and microphone you will be using from the drop‐down menus
Test the speakers and microphone and adjust their levels with the sliders if necessary
Click ‘Close’
SET UP A VIDEO ROOM
1. Click ‘File’ then ‘Add/Edit Rooms’
2. Click ‘Add’
3. Enter the information requested as provided by your host. The Room Name and Screen Name
are your choice
4. Click ‘Save’
5. Click ‘Close’
3
OPEN THE SESSION
1. Select the Room Name from your list
2. Click ‘Call’ — the session will begin when the host arrives
OPEN VIDEOS AND FRAMES
1. Click the yellow ‘V’ next to a participant’s name to open his/her video window. The ‘V’ button
turns green when activated
2. Click ‘V’ again to close the window (you will still receive audio)
3. Use your mouse on the top of a window to reposition it on your desktop
4. Resize by dragging the edges with your mouse
Do the same for frames by clicking the ‘F’ next to the participant’s name
Note: Your Screen Name will not appear on your list, but it will be displayed to other participants.
SHARE YOUR DESKTOP
Click ‘Options’ then ‘Open Frame’ then ‘Menu’
TIPS
•
•
•
Make sure that your location is quiet and has bright but diffuse lighting and neutral wall,
furniture and floor covering colors
Turn off any applications you won’t need during the video session. Turn off Windows Update,
and anti‐virus, and other automatic updates for the duration of the session
If the bandwidth available to you is limited, open video from other participants only when
needed
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DETAILED USER GUIDE
THE AVC APPLICATION
Appia Video Communicator (AVC) enables you to host or participate in video conferences or broadcasts.
Please take a moment to become familiar with it and have it open as you read this User Guide. The free
download is at:
https://www.appiavideo.com/Download.html
But even before downloading, the first step is to make sure that your computer meets AVC
requirements. See “Desktop and Laptop Computer Requirements” for details.
The AVC application has two interfaces: ‘Join a Video Session’ and ‘Manage a Video Session’.
JOIN A VIDEO SESSION
When you first open AVC, you will see ‘Join a Video Session’. It has four menus at the top and two
buttons at the bottom. There is also a light beneath ‘Join a Video Session’ that indicates the health of
your system and session. If the light is red, click it to see what issues you are having.
JOIN A VIDEO SESSION MENUS
• File – allows you to add and edit video rooms, send an invite, play a session you have recorded
• Settings – to set up your camera and microphone and speakers
• Help – access online support and automatic updates, run the AVC system test, and troubleshoot
JOIN A VIDEO SESSION BUTTONS
Options (see below)
•
Call – opens a selected video room from the list that appears on the table
JOIN A VIDEO SESSION OPTIONS
• Local Video – this enables you to see how you will look to others. It is highly recommended that
you open this option before the session so that you can adjust your camera if necessary. You can
adjust your camera settings from this location also
• Mute Audio – click this if you prefer to join the video session with your mute on
• Open Frame – this allows you to set up your frame prior to the session
The other options are grayed out but will be available once you are in a video session. They are
explained later in this guide.
MANAGE A VIDEO SESSION
Once you have entered the video room, you will see the ‘Manage a Video Session’. You will also see a list
of participants. (If you are a guest in a broadcast session, you will only see the name of the host.)
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You will see the same menus as on the ‘Join a Video Session’ interface. You will also see two buttons at
the bottom – ‘Options’ and ‘Hang Up’. To the right of these buttons are two lights, which indicate
whether you are transmitting sending video (left light) or frame (right light).
MANAGE A VIDEO SESSION OPTIONS
In addition to the options discussed earlier, you will see:
•
•
•
•
Dial Out – this option is for hosts only and allows you to call a participant who cannot use the
AVC client
Mute – use this to mute your audio
Chat – allows you to chat during the AVC session. Chat may be either private or public
Record Session – allows hosts to record the video session.
VIDEO ROOMS
SETTING UP A VIDEO ROOM
When you signed up as a host (or when your host sent you an invitation to join a session), you received
the following information:
•
•
•
Video Room ID
Host PIN (host only) and/or
Guest PIN
Once you have this information, the next step is to set up your video room. To do so:
1.
2.
3.
1.
4.
Open AVC
Go to ‘File’ and then click ‘Add/Edit Rooms’
Enter the settings information you received. You may use any name you wish for ‘Video Room
Name’ and for ‘Your Screen Name’; the latter will generally be your name or email address
Click ‘Save’ then ‘Close’ and the video room will be ready to use
EDITING VIDEO ROOM SETTINGS
1. Open AVC
2. Go to ‘File’
3. Click on ‘Add/Edit Rooms’
4. Click ‘Edit’
5. Change the information as desired
6. Click ‘Save’ then ‘Close’ to save your changes
DELETING A VIDEO ROOM
1. Open AVC
2. Click on ‘Add/Edit Rooms’
3. Click on the video room you wish to delete
4. Click ‘Delete’. A message will appear asking if you really wish to delete the video room. Click
5. ‘Yes’ and the video room will be deleted
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6. Click ‘Close’
If you delete a video room and wish to use it again, you will need to set it up as if it were a new video
room.
For the best experience:
•
•
•
Prepare your computer to ensure that as much of its resources are available for video as
possible. See the section “Tips on Using AVC with a Computer.”
Turn off your screen saver to avoid interrupting your video session.
Run the system test before each session. To do so, choose ‘Help’ then ‘System Test’.
CAMERA
Before you add a new camera, be sure to close AVC so that the new camera will appear on the list of
cameras when you open AVC again.
1.
2.
3.
4.
5.
Open AVC
Click ‘Settings’ then ‘Camera’ to open the camera tab
Select your camera from the drop‐down list
Select the resolution: If you have limited bandwidth, choose ‘Low’
Select the frame rate. 20 or 25 are good choices as they balance quality with bandwidth
consumption
6. Select the aspect ratio and orientation. The preferred choice is 16x9 and portrait.
7. Click ‘Save’.
AUDIO
1. Open AVC
2. Click on ‘Settings’ then ‘Audio’
3. Select and test the microphone and speaker(s). Try to keep the meter in the green range shown
on the test.
DO NOT use the microphone or speakers that came with your computer or the microphone in your
webcam. Use either a speakerphone or headset.
ENTERING A VIDEO ROOM
To enter a video room:
1. Open AVC
2. Click on the video room you wish to enter
3. Click ‘Call’
Guests cannot enter a video room until the host has entered and will hear a message to that effect.
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SENDING AND RECEIVING VIDEO AND FRAMES
Click on the ‘V’ and/or ‘F’ next to the names of the participants whose video streams and/or frames you
wish to view. Clicking turns the button for that participant green. After a few seconds, a video or frame
will appear in a separate window
Click ‘V’ or ‘F’ again and it will turn yellow and the video or frame will disappear. (You will still receive
audio even if you do not choose to see any video streams.)
Adjust the size of the image if you wish. Simply drag the border with your mouse as you would normally
do in Windows. Please note that images transmitted in low resolutions do not appear clear and crisp
when they are expanded.
Once the video session is over, click ‘Hang Up’. (Video rooms close in any case whenever the host
leaves.)
MANAGING PARTICIPATION (HOSTS ONLY)
As a host, you are able to exclude guests whom you do not want to attend your session. To do so, click
the red ‘X’ to the right of the guest’s name. The guest will be dropped from the video room.
CHECKING ON VIDEO FROM ANOTHER PARTICIPANT
You will see a button labeled ‘i’ in the control bar at the top of each video window. Click this button and
the bottom control panel will open, showing information about that remote site. You will see a light on
the lower right‐hand side. If it is red, that site is not sending video.
USING AVC FEATURES
AVC includes video, chat messaging, and desktop sharing for interactive sessions (e.g., video
conferences). For broadcasts, only the host can send video and audio and use desktop sharing;
broadcast guests can see and hear the host and communicate using chat.
FRAMES
Use frames to share a portion of your computer desktop, display a media file, or add another (auxiliary)
camera.
Click on ‘Options’ then click ‘Open Frame’. This opens a red‐bordered frame on your desktop. You will
see a ‘Menu’ button; use it to select the type of frame to share:
•
•
•
•
Open the ‘Media File’ if you wish to show a DVD or other file
Use ‘Auxiliary Camera’ if you wish to send the video of an object as well as your own image. (You
will need to have installed two webcams to use this feature)
Use ‘Capture Window’ to set the frame at the borders of any file or object you have open.
o You can move and size the frame as you would any Windows frame. Anything in the
frame will be displayed.
To use a whiteboard, open Microsoft Paint (under ‘Accessories’ in Windows) or any drawing
program you prefer and choose it under ‘Capture Window’.
8
o
Note that if you wish to send a PowerPoint with audio, you must use the 2010 version of
the application.
CHAT
To send chat messages, click the ‘Chat’ button. A chat window will appear; use it as you would use any
other chat program.
DIAL IN AND DIAL OUT (HOSTS ONLY)
As a host, you may wish to call someone who does not have access to a computer. Click ‘Options’ then
‘Dial Out’ to conference them into the meeting.
Selecting ‘Dial Out’ opens a dial pad. The dialing convention is Country Code + Area/City Code + Number.
For example, you would enter:
12319290970 for a call to area code 231 in the U.S.
You may use either the dialpad or your computer keyboard to enter numbers. If you wish to dial out to
more than one number, wait until the first number you dialed appears on the participant list and then
click ‘New’ to make another call. To enter extensions (for example), be sure to click on the appropriate
phone number on the participant list before entering the extension on the dial pad or keyboard.
Hosts can also arrange for guests to dial in. Guests call a number (which Appia provides), key in the
host’s room number and PIN, and are placed into the session.
RECORDING AND PLAYBACK
AVC includes an option for hosts to record and play back your session.
1. To record, click ‘Options’ and then ‘Record Session’. A new tab will open.
2. Click ‘Record’ and you will be asked to name a file and indicate where you want to store it. Then
follow the instructions on your screen.
Please note:
•
•
•
If you stop (as opposed to pause) a recording, you cannot restart; you must open a new file
AVC records only open video windows
Audio is recorded at all times.
To play back a recorded session, click ‘File’ then ‘Play Recorded Session’ and browse to the file you
created (it is in the format *.avc).
Please note that you need to use a computer that meets AVC requirements to receive the full benefits of
playback. If you notice a lack of synchronization between the audio and the video, it is probably because
your computer’s processor is taxed. Just close one or more video windows.
You cannot be in an AVC session and play a recording at the same time.
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Recording of others’ audio and/or video may not be permitted by the laws of your state. You are
responsible for abiding by such laws, which may include an obligation to notify others that you will
record their audio and/or video, and may require their prior consent to such recording.
TIPS ON USING AVC WITH A COMPUTER
Even if your computer meets AVC’s system requirements, you may still encounter performance issues.
The goal is to operate your computer so that as many of its resources as possible are available for your
video session.
It is especially important to make sure that there are no other SIP applications running; examples are
Skype, 3CX, etc.
Here are a few suggestions:
1. Reboot your computer before you begin a video session
2. Make sure AVC is the only application running during the video session. Unless you must run
other applications, it is best to shut them down. This includes email, your Web browser, and
anti‐virus and anti‐spyware software. If you are uncomfortable with shutting down the latter,
set them to run at the lowest security levels and turn off automatic updating
3. Turn off automatic updates for Windows and other applications
4. Turn off Windows visual effects. Windows includes various visual effects. Turning these off will
improve your computer’s performance:
a. Click ‘Start’ and then right‐click on ‘My Computer’ and choose ‘Properties’
b. Windows 7 choose ‘Advanced system settings’
c. Under ‘Performance,’ click ‘Settings’
d. Choose ‘Adjust for best performance’. You can turn these effects back on later, but
keeping them off will also improve your computer’s performance when you are not
using AVC.
e. If you are an advanced user, use Task Manager to choose processes to shut down.
If you notice that the video streams you receive begin to break up (or if others in your video room tell
you that the video stream you are sending is breaking up), it is usually because your computer’s
processor (CPU) is being overworked. To see if this is happening:
1. Right click on the Task Bar (usually at the bottom of your screen)
2. Select ‘Task Manager’
3. Select the ‘Performance’ tab, which provides information about CPU and memory utilization. If
the CPU utilization is 70% or higher, make sure that you close as many other applications
running on your computer as possible:
4. Select ‘Task Manager’ and then the ‘Applications’ tab
5. Close the applications you don’t need during the session. If this does not improve the situation,
stop sending video:
1. Open ‘Video’
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2. Click the ‘Send Video’ button so that it turns red. To start sending video again, click the
‘Send Video’ button so that its border turns green.
CONFERENCE ROOM USER CONFIGURATION
In addition to the information provided below, be sure that the environment of your conference room
will produce the best video experience:
•
•
•
Quiet
Diffuse but consistent lighting
Neutral colors for furniture, walls, floor coverings, and participant apparel
NETWORK
One or more dedicated T‐1 connection(s) to Appia, depending on resolution and number of participants
EQUIPMENT
Appia's all‐inclusive conference room equipment bundles offer plug‐and‐play convenience at a
significant savings over comparable systems. They're perfect for boardrooms, classrooms, and other
group settings. For more information, visit http://www.appiavideo.com.
DESKTOP AND LAPTOP USER CONFIGURATION
Please be sure that the area is well‐lighted and quiet.
COMPUTER
CPU
Clock Speed
RAM
SEND RESOLUTION
Single core
2 GHz or higher 2 GB or higher
320x240
Dual or quad core 2 GHz or higher 2 GB or higher
453x339
Windows 7 or higher. You may also use AVC with a Mac if you install it in Parallels or another Mac‐
approved virtual machine.
NETWORK
• Office – dedicated T‐1 connection(s) to Appia
• Traveling or at home – broadband
CAMERAS AND HEADSETS
DO NOT use the camera, microphone or speakers in your computer or the microphone in your webcam.
You may use either a headset or a speakerphone. Almost any headset will work as long as it includes
both the microphone and the headphone(s).
SPEAKERPHONE
ClearOne Chat 50
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A NOTE ON USB DEVICES
If you choose a USB device, it will come with drivers. Once you have installed the drivers:
1. Go to Start ‐> Control Panel
2. Open Sounds (Vista) or Sounds and Audio Devices (XP)
3. Choose the device and set it as ‘Default’
As to cameras, USB is limited in the amount of information it can handle. So it is best to set your camera
at the lowest resolution possible consistent with the demands of your video session, but no higher than
640 x 480.
MICROSOFT .NET FRAMEWORK
• 3.5, SP1 or higher (The AVC application will install .NET if it does not find it on your computer)
AUDIO CARD
• Physical or onboard
VIDEO CARD
• 256 MB with acceleration
FOR SYSTEM ADMINISTRATORS
1. Make sure that you will have enough bandwidth to accommodate video services. See
http://www.appiaservices.com/pages/white‐papers/thefourwaystosavevideoconferencing.html
2. Also see the AVC Bandwidth and Savings Calculators at
http://www.appiavideo.com/BW%20requirements.html
3. Please add 69.54.94.* to your router and/or firewall access lists.
4. Set the MTU at 1,500 if possible; if not, at 1,420. (Lower MTUs increase overhead and therefore
bandwidth requirements.)
5. Be sure that your routers and switches are set up for quality of service. The settings vary by
vendor, so contact your vendor for the commands that need to be entered.
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