Web browser or telephone - Charles Sturt University

Web browser or telephone - Charles Sturt University
Conference.CSU
Division of Information Technology
Copyright 2015, Charles Sturt University
No part of this document may be reproduced, altered or sold without prior written permission of the Executive Director, Division of Information Technology, Charles Sturt University
Table of Contents
Table of Contents ............................................................................................................................1
Navigating This Guide .....................................................................................................................2
Introduction ......................................................................................................................................2
Getting Started.................................................................................................................................2
Using Conference.CSU ...................................................................................................................2
Scheduled Conferences ...............................................................................................................3
Ad-Hoc Conferences ....................................................................................................................6
Advanced Features..........................................................................................................................7
Calls from Skype ..........................................................................................................................7
Calls from Skype for Business .....................................................................................................8
Calls to Skype for Business..........................................................................................................8
Connecting by Phone ...................................................................................................................9
Locking the VMR/Conference ......................................................................................................9
Troubleshooting ............................................................................................................................. 11
Frequently Asked Questions .......................................................................................................... 12
Further Assistance ......................................................................................................................... 12
Glossary ........................................................................................................................................ 12
1
Navigating This Guide
A table of contents has been provided to allow easy navigation of this document. Wherever
possible, links to other user guides and online resources have been provided.
Introduction
The Conference.CSU portal allows you to use a web browser to connect to a CSU video
conference, whether you are on a CSU campus, working from home or even on the other side of
the world.
All conferences are based around a system of virtual meeting rooms (VMRs). A VMR should be
thought of like a traditional meeting room, but instead of a physical table and chairs, it is a virtual
space that allows meeting participants to interact with each other in much the same way.
The Conference.CSU portal allows you to access your personal VMR as well as VMRs that have
been generated by the system for scheduled video conferences with a CSU VC room.
Getting Started
To access a video conference via the web, all you need is an up-to-date version of your preferred
browser as well as a webcam and headset.
DIT strongly recommend Google Chrome as the preferred browser for accessing
Conference.CSU.
Webcams and headsets suitable for desktop videoconferencing can be purchased from the CSU
Computer shop.
The following web browsers are supported for use with Conference.CSU:
•
•
•
•
Google Chrome (version 27 and later)
Mozilla Firefox (version 38 and later)
Microsoft Internet Explorer (version 10 and later)
Apple Safari (version 6 and later)
Firefox, Internet Explorer and Google Chrome are all available for installation from the Install
Software shortcut on CSU computers.
An up-to-date version of Adobe Flash is required when using Internet Explorer or Safari.
Using Conference.CSU
There are two primary ways in which the Conference.CSU system can be used:
•
•
Scheduled conferences via Microsoft Outlook. These conferences will normally involve
video conference rooms across the various CSU campuses and may require some
participants to connect from their office if they are unable to attend one of the physical
locations, and
Hosting impromptu or ad-hoc meetings with your colleagues.
2
Scheduled Conferences
When a video conference meeting is booked via Microsoft Outlook 2013, your conference
participants will be sent a meeting notification email that contains your conference access ID.
The notification email will contain the conference ID in the following format:
http://conference.csu.edu.au/XXXXX
Clicking on the conference access ID link will launch your default web browser and a page similar
to the following will be displayed.
The conference ID has been pre-loaded in the Conference ID field and the Your name field is
blank and highlighted.
Once you have entered your name and verified that the conference ID is correct, you will need to
select your desired call option from the drop-down menu next to the Connect button.
The three call options are:
•
Audio Only
•
Video & Audio
•
Video/Audio Off
If you wish to connect to the VMR first and then select a call option, select the Video/Audio Off
option and click Connect. This is the recommended option.
3
Please Note: VMRs for scheduled (booked) conferences (involving CSU VC rooms) are
automatically generated 5 minutes before the scheduled start-time of the conference and will
remain active until a conference reaches its scheduled end-time.
Once you are connected to the meeting, you will see a screen similar to the following. From here
you can:
•
•
•
•
see who is connected to the conference,
share content with other participants in the conference,
use the call controls to interact with the conference participants using audio, video or both,
and
send chat messages to all participants in the conference.
Meeting participants
are listed here
Chat messages
are viewed here.
Chat messages to all
participants are typed here
Call Controls
Once you have accessed the VMR, you can use the call controls at the bottom of the window to
connect to the conference. You can connect using audio and video, or audio only.
Selecting video camera
button will prompt you to share or allow the browser to access your
webcam and microphone. If you allow access to both, you are connected to the meeting as a
video participant.
By selecting the audio-only button
, you will be prompted for access to your microphone only.
Once access is approved, you will be connected to the meeting as an audio-only participant.
When selecting the disconnect button
and terminate any desktop sharing.
, you will be disconnected from the meeting completely
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There are also two additional functions available (depending on which browser you use), which
allow you to share the desktop of your computer with all participants in the conference. As
mentioned previously, Google Chrome is the recommended browser for use with
Conference.CSU.
The
button is only available when Conference.CSU is accessed via Google Chrome.
Clicking on it will display a menu screen which allows you to choose a particular monitor/screen or
document to share with the meeting participants.
The
button will open the window shown below. This allows you to browse for a PDF, Word
Document or image file and share it with the meeting participants. This feature is available in all
browsers.
Please Note: While Conference.CSU does provide desktop sharing options, Bridgit is currently
the preferred desktop and file share option for all conference types.
When any call option is selected before or after connecting to the meeting, your web browser will
display a prompt asking for permission to share audio and video devices. This is necessary in
order for your browser to use your webcam and microphone to participate in the conference. If
you routinely utilise a laptop, you may need to change your default webcam (e.g. internal webcam
at the top of the laptop screen which is not normally available when the laptop is docked and
closed).
•
In Google Chrome: If you need to select a specific webcam or microphone, click the gear
icon at the bottom left of the window. Once the desired devices have been selected, click
the Start button to make these available to the browser for use in the conference.
5
•
In Firefox: Dropdown menus allowing you to select your desired webcam and microphone
are displayed. Once you have selected the desired devices, click on the Share Selected
Devices button to make these available for use.
•
In Internet Explorer and Safari: Select the Allow option as highlighted below and then use
the tabs at the bottom of the Flash Player settings prompt to select your desired webcam
and microphone. Once you have selected the desired devices, click on the Start button to
connect.
Ad-Hoc Conferences
In addition to scheduled conferences, Conference.CSU provides almost all CSU staff with access
to their own personal VMR.
Your personal VMR can be used to host:
•
•
•
quick ‘catch-up’ style meetings,
conferences where there is no requirement for use of one or more of the CSU VC meeting
rooms, or
meetings with colleagues from external institutions without having to go through the
process of requesting an external video conference.
To access your personal VMR, open your web browser and type http://conference.csu.edu.au into
the address bar.
6
Once Conference.CSU has loaded, you will need to enter either your CSU email prefix or your 5
digit CSU phone extension in the Conference ID field. Once you have entered this information,
click on the Connect button to access your personal VMR.
For colleagues to connect to your personal VMR, they simply need to enter either your email
prefix or phone extension in the Conference ID field and enter their name before clicking
Connect. Conference.CSU can be accessed from anywhere, although use of the service does
require a high-speed internet connection when outside the CSU network.
Once you have connected to your personal VMR, you can utilise the call features mentioned in
the Scheduled Conferences section of this guide as well as several other features listed under
Advanced Features.
Note: You can only use your personal VMR for one conference at a time.
Advanced Features
In addition to the features discussed above, Conference.CSU provides a number of other
advanced features.
Calls from Skype
If you have an external colleague or student you wish to meet with, you can host a conference
with them using your personal VMR and Skype. Follow the steps below to find out how someone
can connect to your personal VMR using Skype:
1. Open Conference.CSU and access your personal VMR,
2. Provide your external contact with your VMR ID using the format
[email protected],
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3. Your external contact will need to open Skype and using the Add Contact feature, search
for you using the ID you have provided. Once found, they can initiate a video or audio call
to your VMR, and
4. At the conclusion of your meeting, you can manually disconnect the external call by clicking
on the name of the external caller in the participants list on the left hand side of your VMR
and clicking the Disconnect button.
Calls from Skype for Business
If a colleague within CSU wishes to join a meeting running on your personal VMR but does not
want to use their web browser, they have the option of using Skype for Business to connect to the
meeting. Instructions on how to join can be found in the Skype for Business User Guides but are
briefly summarised here:
1. Open Skype for Business,
2. Enter the ID for the required VMR in the Find Someone box, using the format
[email protected],
3. Double click on the found contact to open a chat/call window, and
4. Click on the blue camera button to initiate a video call from Skype for Business to the VMR.
As with calls from Skype, you can disconnect the call from your VMR at any time by clicking on
the participant name on the left and selecting the Disconnect option.
Skype for Business can also be used to access scheduled conferences by clicking on the relevant
link in the booking confirmation/invitation email.
Calls to Skype for Business
In some instances, you may wish to call a colleague via Skype for Business rather than having
them dial into the conference. This is done using the Add a participant feature of your VMR.
To access this feature, first log into your VMR via Conference.CSU. Once you have done so, click
on the 3 horizontal bars at the top left of the VMR window, as shown below.
Click here to
access advanced
options
8
After clicking on the advanced options menu, select the Add a new participant option.
Select the Skype option using the dropdown menu on the left side of the window, then enter the
full skype ID of the person you wish to call. This must be in the format [email protected]
(e.g. to dial another CSU staff member, you would use the format [email protected])
Once you have entered the ID of the person you wish to contact and clicked OK, the VMR will
attempt to call that person via their Skype for Business client.
Connecting by Phone
If you have a colleague who is away from their desk and unable to join your meeting via web
browser, Skype for Business or Skype; it is possible for them to dial into the conference by phone.
To do so, they will need to dial 37555 if calling from a CSU phone or 02 6933 7555 if dialling from
an external phone or mobile. When prompted for a conference or VMR ID, they should enter your
phone extension to be connected to your personal VMR.
This feature is also available for scheduled conferences. Instead of entering the VMR ID for a
specific staff member, the ID number provided in the booking confirmation/invitation email should
be used.
Note: Mobile phone users – please refer to the mobile guide on the self help page
Locking the VMR/Conference
Under certain circumstances, you may wish to lock your VMR to prevent anyone from being able
to automatically join a conference you are running.
Locking a conference will prevent incoming calls from accessing the VMR/conference without
being accepted by the conference or VMR owner. This is done by accessing the advanced
options menu as shown above and selecting the Lock Conference option.
With the conference locked, an incoming call from a web or Skype client will see a screen similar
to one on the following page.
9
The meeting owner will need to accept the incoming call by:
1. Accessing the meeting VMR via Conference.CSU,
2. Scrolling their mouse over the name of the incoming caller, and
3. Clicking on the green accept button (shown below).
A waiting incoming call has a small red Pause icon displayed next to the avatar (picture) of the
incoming caller and a small red lock is displayed at the top left (next to the VMR ID).
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Troubleshooting
Advice on troubleshooting specific issues with Conference.CSU.
Webcam Issues
1. Ensure that your webcam is correctly plugged in. It may be helpful to disconnect and then
re-connect it to your PC, and
2. Close and then re-open your web browser, then re-open Conference.CSU.
Try an alternate web browser if possible. If you are using Internet Explorer or Safari, verify that
Adobe Flash is installed on your computer.
Note: DIT recommend Google Chrome as the preferred browser when using
Conference.csu
Microphone Issues
1. Ensure that your headset is correctly plugged in. It may be helpful to disconnect and then
re-connect it to your PC, and
2. Close and then re-open your web browser, then re-open Conference.CSU.
Try an alternate web browser if possible. If you are using Internet Explorer or Safari, verify that
Adobe Flash is installed on your computer
Sound Issues
DIT recommends that a headset be used for desktop videoconferencing via Conference.CSU or
Skype for Business
1. Ensure that your headset is correctly plugged in. It may be helpful to disconnect and then
re-connect it to your PC, and
2. Close and then re-open your web browser, then re-open Conference.CSU.
Try an alternate web browser if possible. If you are using Internet Explorer or Safari, verify that
Adobe Flash is installed on your computer.
Verify that the correct playback device is set in the sound options on your PC. Contact the IT
Service Desk for assistance with this step if you are unsure.
Connection Issues
• Verify that you are using the correct conference or VMR ID
• When connecting to a VMR using Skype or Skype for Business remember you to enter the
conference ID in the format [email protected]
• If you are unable to access the Conference.CSU page on a laptop, ensure that you do not
have both wired and wireless network connections active
• If Skype or Skype for Business is dropping out ensure that you have a stable internet
connection and that there is only one active connection on your computer
If the suggested steps above do not resolve the issue, please feel free to contact the IT Service
Desk for assistance.
11
Frequently Asked Questions
Can I connect to a conference before it is scheduled to start?
The VMR for scheduled conferences can be accessed 5 minutes prior to the commencement of
the conference.
Can my personal VMR be accessed by anyone?
Anyone with access to a web browser or Skype can access your VMR if they know the ID. Access
PINs will be implemented at a later stage of the video conferencing project.
Will VMRs for scheduled conferences automatically disconnect?
Yes, the VMR generated for use with a conference scheduled via Outlook or
https://www.csu.edu.au/division/dit/vcbookings will be de-established or terminated once all
participants have disconnected. Any VC rooms that have been booked for the conference will
disconnect at the scheduled end-time of the conference.
Further Assistance
For further assistance, please contact the DIT Service Desk during business hours.
Monday to Friday - 8am - 6pm (AEST)
Extended support hours during Session 1 & 2
Monday to Thursday - 6pm - 9pm
Local Call Australia wide: 1300 653 088
International: + 612 6338 4357
CSU Internal: 84357
Glossary
VMR – Virtual Meeting Room
Skype for Business – The Business/Professional version of Microsoft Skype
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