HP Visual Collaboration Desktop User Guide HP Visual Collaboration Desktop v1.
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Contents Installation and Configuration .............................................................................................................................. 5 Installing the Desktop Client .................................................................................................................................. 5 System requirements ........................................................................................................................................
Desktop client settings ......................................................................................................................................... 21 Viewing your meeting status .......................................................................................................................... 21 Viewing participants in your room ................................................................................................................. 21 Changing device settings .................
Installation and Configuration Installation and Configuration Installing the Desktop Client This section describes the following: • • • • Minimum system and hardware requirements Accessing Visual Collaboration website to get the Desktop client 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 ○ ○ ○ ○ Microsoft® Windows® XP SP2, Vista, or Windows 7 Intel®
Installation and Configuration 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.
Installation and Configuration 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.
Managing Meetings Managing Meetings Getting started The HP Visual Collaboration Desktop Client and the web-based User Portal are software that allow you to participate in video-conferencing meetings with your personal computer.
Managing Meetings Desktop versions 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.
Managing Meetings Getting a meeting up and running quickly This section describes types of rooms and meetings, starting the Desktop client, sending meeting invitations, and starting and joining meetings. Types of rooms There are two kinds of Visual Collaboration rooms. • A Visual Collaboration Room is a physical room containing the Visual Collaboration hardware, controlled by the remote control.
Managing 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 room, select OK. 3.
Managing 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.
Managing Meetings Conducting Meetings 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. TIP: You can join your own meeting room from the Visual Collaboration Desktop icon. Right-click the Desktop icon and then select Start My Meeting. Adding a participant during a meeting You can add invite a new participant to a current meeting. 1.
Managing Meetings Knowing when and how to connect The user or room status determines whether you can place a call to that user, join that user’s room, or invite that user to attend a meeting. User Status The following table describes the user status icons. These icons appear next to the user name in the contacts list. This status… Means this… Available. The user is available for a direct call. You can join their room, or invite them to a meeting. Busy.
Managing Meetings Calling another user directly Calling a user directly begins a meeting in which only the caller and recipient can participate. Unlike joining a meeting room, no other participants can join this meeting. 1. Search for the user or room, or locate them in the My Contact list. 2. Select Call Direct. The Visual Collaboration Desktop opens, and the user receives a pop-up invitation.
Managing Meetings Managing contacts Contacts are users and rooms with which you can hold meetings. They appear on the My Contacts tab on the Home page. When you first use the room, the contact list contains your room only. If you meet with a contact regularly, you can add that contact to your personal My Contacts list Adding a contact To add a contact, do the following: 1. Search for the contact under My Contacts. 2. Click the desired contact to highlight it. 3. Click Add Contact.
Controlling the Meeting Environment Controlling 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.
Controlling 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 vie. 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.
Controlling the Meeting Environment Volume and camera controls Use the following controls to set you 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. User Portal meeting controls In addition to the Desktop meeting controls, you can also perform tasks from the web interface.
Customizing Settings Customizing Settings User Portal settings From the portal, you can change your password, meeting room link, meeting room PIN, and portal display language. From the user portal Home page, select Settings. Changing your password You can change the password you use for signing in to the portal. 1. Select Account. 2. Select Change Password 3. Enter the new password in the Password and Confirm Password fields. 4. Select Save.
Customizing Settings Changing the portal language The portal can display text in any one of eleven languages. 1. Select Language. 2. Select the language you want displayed. 3. Select Save. Desktop client settings From the Desktop, you can control the network, device, video, and meeting options settings the Desktop uses when connecting to meetings. 1. Right-click Desktop icon in the system tray. 2.
Customizing Settings Changing device settings When you installed the Desktop client, you selected your default speaker, microphone, and camera. If you need to update or change these, you can do this from the Devices page. NOTE: If the Desktop detects a new device when you join a call, this menu opens automatically. Changing video settings You can choose from several different video settings that affect how the Desktop encodes video. It is best to leave the default at Best Quality (recommended).
