HP | Visual Collaboration Desktop | Getting Started Guide | HP Visual Collaboration Desktop Getting Started Guide

HP Visual Collaboration Desktop
Getting Started
HP Visual Collaboration Desktop v1.0
First edition: November 2010
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The information contained herein is subject to change without notice. The only warranties for HP products and services are
set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed
as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.
Microsoft, Windows, and Windows NT are U.S. registered trademarks of Microsoft Corporation.
Printed in the US.
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/Contents
Contents
Getting Started
Getting up and running quickly ............................................................................................................................. 5
System requirements ........................................................................................................................................ 5
Hardware requirements ................................................................................................................................... 5
Accessing the Visual Collaboration user portal ................................................................................................ 6
Installing the software ...................................................................................................................................... 7
Selecting devices ............................................................................................................................................. 7
Setting up Meetings
Sending and receiving meeting invitations ............................................................................................................ 8
Before you begin ............................................................................................................................................. 8
Inviting participants to a meeting ..................................................................................................................... 9
Joining a meeting as a registered user ............................................................................................................. 9
Joining a meeting as a guest ......................................................................................................................... 10
Starting a meeting ......................................................................................................................................... 10
Managing the Meeting Environment
Managing layout, share, and view options ......................................................................................................... 11
Viewing participants ...................................................................................................................................... 11
Maximum viewing capacity ........................................................................................................................... 11
Layout controls ............................................................................................................................................... 12
Sharing content.............................................................................................................................................. 12
Share and view controls ................................................................................................................................ 12
Volume and camera controls ......................................................................................................................... 13
Leaving and ending a meeting ...................................................................................................................... 13
Getting help and more information ................................................................................................................ 13
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Getting Started
Getting Started
There are two versions of the HP Visual Collaboration Desktop:

Visual Collaboration Desktop
○ Download the Desktop client from the Visual Collaboration website.
○ It can be installed on any industry-standard PC or laptop.

Visual Collaboration Executive Desktop
○ The Executive Desktop runs on the HP Touchsmart platform
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Getting Started
Getting up and running quickly
This section describes the following:
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•
•
•
Minimum system and hardware requirements
Accessing Visual Collaboration website to get the Desktop software
Installing and starting the Desktop client
Configuring your speakers, microphone, and camera
System requirements
Recommended configuration (Windows) to encode 640p@15 fps/decode 720p@30 fps
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Microsoft® Windows® XP SP2, Vista, or Windows 7
Intel® Core™ 2 Duo 2.4 GHz (or better), or Intel® Core™ i3 2.1 GHz (or better)
2 GB RAM
System must support DirectX v9.0c or later and fully support both DirectDraw
Acceleration and Direct3D Acceleration
Recommended configuration (Windows) to encode and decode 720p@30 fps
○ Microsoft® Windows® XP SP2, Vista, or Windows 7
○ Intel® Core™ 2 Quad 2.66 GHz (or better), or Intel® Core™ i5 2.4 GHz (or
better)
○ 2 GB RAM
○ System must support DirectX v9.0c or later and fully support both DirectDraw
Acceleration and Direct3D Acceleration
Hardware requirements
The following equipment is required to use Visual Collaboration Desktop.
○ Industry-standard PC or laptop
○ Camera
− Logitech HP Pro Webcam B910 (recommended)
− Logitech Pro Webcam 9000
− Microsoft LifeCam
− Cinema Web Cam
○ Echo-cancelling headset
− Logitech USB Headset H330 (recommended)
− Plantronics Audio 480 USB Headset
− HP PC Headset 860
− Microsoft Lifechat LX-3000 Headset
○ Optional speaker phone
− ClearOne Chat 50 Speakerphone (recommended)
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Getting Started
Accessing the Visual Collaboration user portal
When your system administrator adds you as a Visual Collaboration user, you will receive an
email with your User Name, Password, and a URL to access the website.
1. Open a web browser.
2. Browse to the address you received from your administrator.
3. Enter your user name and password, and then click Log In.
The first time you log in to the website, you are prompted to install the software. Later on, if
there is an upgrade available, you will be prompted to upgrade.
The latest software is always available on the web.
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Getting Started
Installing the software
Before you install the Desktop client software, install the headset and camera according to the
instructions that came with the devices.
The first time you log in, you will see a message that Visual Collaboration Desktop is not
running.
1. Click Install Desktop to start the Installation Wizard.
2. When prompted, click I Agree to accept the license agreement.
3. When installation is complete, click Finish to close the installer.
The Desktop icon appears in the system tray.
Selecting devices
You need to select the appropriate speaker, microphone, and camera devices for Visual
Collaboration Desktop to work properly.
1. Right-click the Desktop icon in the system tray, and then click Configuration.
2. Select your devices from the list of installed devices.
3. Click Apply to apply the devices.
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Setting up Meetings
Setting up Meetings
Use the HP Visual Collaboration Portal to start meetings with another participant or group of
participants, invite participants by email, and join a meeting started by someone else.
Sending and receiving meeting invitations
This section describes the following:
•
•
•
•
•
Starting the Desktop client
Sending meeting invitations
Joining a meeting as a registered user
Joining a meeting as a guest user
Starting the meeting.
Before you begin
If the Desktop client is not already running, start it before you access the web interface.
1. Click Start.
2. Click All Programs.
3. Click HP Visual Collaboration.
4. Select Visual Collaboration Desktop.
The Visual Collaboration Desktop icon appears in the system tray.
5. Right-click the icon in the system tray, and then click Place a Call.
The Visual Collaboration Home Page opens. This is the meeting “Command Center” and
where you start, join, and manage meetings.
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Setting up Meetings
Inviting participants to a meeting
You can invite participants to a meeting by sending a room link via email.
NOTE: Participants do not have to be a Visual Collaboration registered user. You can invite “Guest”
users who do not have the Desktop client installed.
1. Right-click the Desktop icon in the system tray, and then click Place a Call.
2. Select the Invite by Email link at the bottom of the Home page.
If you are prompted to create a link to your meeting tab, select OK.
3. Enter the email addresses of your attendees, and then click Send.
Joining a meeting as a registered user
To accept a meeting invitation as a registered user, do the following:
1. Click on the link in the email invitation.
The meeting log-in screen appears.
2. Enter your User Name and Password, and then click Join.
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Setting up Meetings
Joining a meeting as a guest
To accept a meeting invitation as an unregistered guest, do the following:
1. Click the link in the email.
2. Enter your name in the Guest Name field, and then click Join.
3. If you are prompted, install Visual Collaboration Desktop 2.x.
a. Select Install Desktop.
b. Select Run twice.
c. Follow the instructions in the installation wizard.
4. Select the camera, microphone, and speakers to use for the meeting.
NOTE: If you are using a headset, select it instead of microphone and speakers.
5. Select Save.
The meeting begins in the HP Visual Collaboration Desktop. If you are the first participant to
enter the meeting, you will only see yourself.
When inviting guest participants
• Create one meeting link for all guests.
• The meeting link grants access to your meeting room only.
• Guests do not require user names or passwords.
• Guests can join your room before you start the meeting.
Starting a meeting
After you invite your participants, you should enter your meeting room and wait for others to
join you. You do not have to be in the room first for others to enter it.
1. Click My Room.
2. Click Join Room.
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Managing the Meeting Environment
Managing the Meeting Environment
Managing layout, share, and view options
Meeting controls appear at the top of the participant window. The meeting controls allow you
to manage layout, to share and view content, and to control the volume.
Viewing participants
In Preferred mode, the speaker (or last speaker), appears largest on the screen. To
toggle Preferred mode on or off, click the Layout button.
Maximum viewing capacity
To select a specific number of participants to view, click the drop-down arrow on the
Layout button. The maximum number of participants that can be viewed is eight, plus
self-view.
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Managing the Meeting Environment
Layout controls
Click this . . .
To do this . . .
Click the Layout button to switch between preferred and non-preferred view mode.
Click the Down arrow to select a specific number of participants to view.
Show meeting in full-screen view
Sharing content
Select the Down arrow button to select an application or screen to share.
Share and view controls
Use the following controls to manage what you and other participants see during a meeting.
Click this…
To do this…
Maximize the meeting window to full-screen view.
Click the Down arrow to select the application or display to share.
Click the Share button to toggle sharing on and off.
Click the Toggle Share button to cycle through shared content.
Click the Down arrow to select a specific shared view.
Turn self- view on or off. Allows you to see an image of yourself or not.
Turn your camera on or off. Mutes your video so that others do not see you. Does not
mute audio.
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Managing the Meeting Environment
Volume and camera controls
Use the following controls to set your speaker and microphone volume.
Click this…
To do this…
Click the Speaker button to mute and unmute your speakers.
Click the Down arrow to select a volume level.
Click the Speaker button to mute and unmute your microphone.
Click the Down arrow to select a volume level.
Leaving and ending a meeting
You can leave a meeting using the meeting toolbar in the HP Visual Collaboration Desktop.

Right-click the Desktop icon and select Disconnect.
If this is a meeting with one other participant, the meeting ends when you disconnect. If this is
a meeting with three of more participants, the meeting ends when the last participant leaves.
Getting help and more information
If you have problems installing or using the Desktop client, contact your company’s Help
Desk. To get the complete HP Visual Collaboration Desktop User’s Guide, go to:
www.hp.com/go/visual-collaboration-documentation
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