desktop video conferencing

Desktop Video Conferencing

User Guide

Desktop Video Conferencing User Guide

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Desktop Video Conferencing User Guide version 1.0 Copyright © 2004, Sagaxis Inc. All rights reserved worldwide. No part of this publication may be reproduced, stored in a retrieval system or transmitted, in any form or by any means, electronic, mechanical, recording or otherwise, without the prior written permission of Sagaxis Inc.


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Table of Contents

Section Topic Page

1 About Desktop Video Conferencing 3

2 Minimum System Requirements 3

3 Installing DVC 4

4 Registration 7

5 Using DVC 8

6 Setting up Your Address Book 9

7 Call Options Menu 12

8 Initiating a Conference 18

9 Control Panel Call Settings 20

10 Ending a Call 21

11 Call Information and Call Log 22


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1 About Desktop Video Conferencing

Desktop Video Conferencing (DVC) is an exciting new way to communicate with one or more people directly from your desktop PC. As a completely software-based solution, installation, implementation and operation are simple processes. No MCU or conference bridge is required. All you need is broadband Internet access, your desktop PC and a web cam. Multi-party conferencing can offer significant time and cost savings. Rather than traveling to a meeting, you can meet face-to-face over the Internet. Since DVC is as easy to use as a telephone, you can quickly establish conferences within a building or around the world.

2 Minimum System Requirements

Hardware:

• Pentium III – 750 MHz • 16 Mb Video • 16K Color • 256 Mb RAM • 20 Mb free disk space • USB port

Operating Systems: Windows 98 SE, 2000, ME, XP

Peripherals: web cam (or video camera with capture card), microphone, speakers


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3 Installing DVC

Download the DVCsetup.exe file from www.sagaxis.com/index_files/DVC.htm and double click on the icon to begin installation. You will be shown the license agreement:

Read through the license agreement. If you choose I do not accept the terms in the license agreement, installation will stop and you will be unable to use the DVC software. Once you select I accept the terms in the license agreement, the installation will begin. As you go through the installation process, simply follow the steps by selecting Next at the end of each step.


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If you choose Cancel, you will be given a choice between continuing the installation and ending the installation. If you choose to continue, follow the steps below. If you choose to cancel, the installation will end. During the installation process you will be given an opportunity to test your audio and video capture equipment. This test will eliminate many of the problems frequently encountered when using a new video application. It is highly recommended that you complete each test during the installation.

The video capture test will present two video windows as shown in the following image:

This screen will also show your detected Video Capture Device. If no image appears in the left video window, check to ensure that the proper video capture device is being used. To select a different video capture device, click on the down arrow and the select the capture device for your camera of choice.


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Next, click on Test to ensure that your video signal can be properly encoded and delivered by DVC. If you see video being displayed in the test window, your video capture device is working properly. If you do not see video being displayed in the Test frame, you may need to select a different camera or video capture device. Once you are satisfied with the video display, click on Next to test your speakers. You should see the following screen:

Click the Test Speaker button. You should hear a beep. As you move the Volume slide bar, the volume should increase or decrease. If you do not hear a beep, check to ensure that your speakers are plugged in and that your sound card is properly installed. Once your speakers are working properly, click the Next button to test your microphone. You will be presented with the following screen:


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Click the R button to start recording audio. Speak a short test message into your microphone then click the S button to stop recording. Click the P button to listen to your audio being played back. If you do not hear audio being played back, make sure that your microphone is plugged in and that your volume is high enough to hear. Click on Next to complete the installation, when your microphone test is complete. If you have problems with the video, speaker or microphone and the tips above do not resolve the problem, please refer to the DVC Troubleshooting and FAQ documents that are installed with the DVC application.

4 Registration

The first time you launch the DVC application (and throughout your evaluation period), you will be presented with the following screen:

If you have purchased a DVC software license, enter your license ID and Password in the spaces provided and click the Activate button. If your license has been successfully activated, you should not see this screen again. If you are evaluating the software, click on the Evaluate button and the application will start. Note that you will see this screen each time you launch the DVC application until you enter a license code.


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You will be able to evaluate the DVC application for 15 days without registering. After 15 days, you must purchase a license by clicking on the URL provided or by contacting [email protected]. If you click the Cancel button, the application will close.

5 Using DVC

The following information explains the use of each function on the main control panel:

Sagaxis Web Site

Conference Privacy

Open / Close Self View

Stop / Start Sending Video

Minimize Control Panel

Close DVC

Start Video Conference

Stop Video Conference

Address Book Call Options Call & Log Information

Keep on Top

Help

Speaker Volume Mute / Down / Up

Microphone Volume Mute / Down / Up


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6 Setting Up Your Address Book

6.1 Adding, Removing and Editing Contacts

Click the button and select the New Contact tab. You should see the following screen:

To add a new contact, complete the information in the appropriate fields. Name (name of your contact) and Computer Name (IP Address or assigned gateway name) are required fields. When you have finished entering your information, click the button. The name should appear on the right side of the window. Repeat the above process for each person you would like to add to your address book. If you would like to change any contact information, click on the contact’s name on the right side of the screen. The contact’s information will populate the fields on the left side of the window. Change the appropriate fields and then click the Update button. To remove a contact from your address book, click on the person’s name on the right side of the screen and click the button. Once you have clicked the button, the contact’s information will be permanently deleted. Make sure you want to permanently remove the contact before pressing the button. When you have finished editing your address book, click the OK button to close the window.


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6.2 Setting up Conference Groups

To set up a Conference Group, you must have contacts entered in your Address Book. To access the Conference Group window, click on the button and select the Group Setup tab. You should see the following window:

To create a new Group, first type the group name in the New group name field and then click the upper button. Next, choose the contacts to be added to the Group by clicking their names in the Address Book list and then clicking the lower button. Note that each Group can contain up to 7 contacts, however, the number of conference participants will be determined by the DVC license, bandwidth availability and computer capabilities of the conference participants. To remove Group members, choose the Group you would like to modify from the Group Name dropdown list. Then click the name of the member you would like to remove and click the lower

button. Note that this action will only remove the contact from the Group; it will not remove the contact from your Address Book. To add members to a Group, choose the Group you would like to modify from the Group Name dropdown list. Then click the name of the member you would like to add from the Address Book list and click the lower button. To remove a Group, choose the group you would like to remove from the Group Name dropdown list and then click the upper button. You will be prompted with a question window to confirm that you want to delete the Group from your Address Book. If you would like to remove the group, click the Yes button. This action will not remove the Group members from the Address Book, it will only remove the Group. When you have finished editing your Groups, click the OK button to close the window.


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6.3 Setting up Your Speed Dial List

To add names to your Speed Dial List, you must have contacts entered in your Address Book. To access the Speed Dial set up window, click the button and select the Speed Dial tab. You should see the following window:

To add a contact or group to your speed dial list, click the contact/group that you would like to add then click the button next to the Speed Dial number that you would like to use. The name that you have selected will appear in the Speed Dial list in this window and in the Start Call window. To remove a name from a Speed Dial location, simply click the button next to the name you would like to remove. When you have finished editing your Speed Dial list, click the OK button to close the window.


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7 Call Options Menu

7.1 Video Options

To set up your video parameters, click the button on the main control panel, then select the Video tab.

For regular video conferences, select the Video Conferencing option. If you plan to use the DVC application to view documents, choose the Document Viewing option. This option will convert the window size to 640 x 480 (full screen) and the frame rate will be set at 2 – 3 fps (frames per second). It is recommended that you use a document viewing camera and capture card with this feature. Select the desired frame size for your video self-view image:

Small (generally 176 x 144) Medium (generally 256 x 192) Large (generally 352 x 288)

Note that the number of participants that you are able to add to your conference may depend on the window size you select. The Small window size is recommended to enable conferences with the maximum number of participants. Once you have selected your desired video parameters, you have three options:

Click to cancel your changes. Click Apply to apply your changes and keep the window open. Click OK to apply your changes and close the window.


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Clicking the Advance button will take you to the following screen:

You have three options for video quality:

Fair video quality will provide the lowest video quality and utilize the least amount of bandwidth. Select this option if you want to maximize the number of conference participants or if video quality is not a priority.

Good video quality will provide high quality video and utilize a moderate amount of bandwidth. This is the default DVC setting and the recommended parameter for most applications.

Excellent video quality will provide the best video quality and will utilize the most bandwidth. Select this option if you are using DVC on an internal LAN, have a high-speed broadband Internet link or require high quality video.

Note that for each of the video quality settings, the frame rates and bandwidth used will depend on the chosen window size. The button will open a more advanced camera settings window. The parameters in this window should only be modified by advanced video users.

7.2 Bandwidth Options

To set up your bandwidth parameters, click the button on the main control panel, then select the Bandwidth tab.


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Note that you may not see all of the above bandwidth options depending on the DVC license you have purchased. Your bandwidth settings should be chosen based on the amount of bandwidth you have available for the DVC application. DVC will automatically limit the number of conference participants you can support based on the bandwidth setting you choose. As you change your bandwidth setting, an information message will appear in the bandwidth parameter box to let you know the maximum number of conference participants based on the currently selected parameters. If you are connected to the Internet via DSL or another type of connection that delivers different upstream and downstream rates, choose the lower of the two rates as your bandwidth setting. For example, if your service provides 1 Mbps downstream and 256 Kbps upstream, choose 256 Kbps as your bandwidth setting. Due to congestion on your access line, reduced computer resources or other factors, there may be times when you will not be able to support the maximum number of conference participants allowed by your bandwidth setting. In these cases, DVC will dynamically regulate the number of conference participants to ensure that conference quality is maintained. Once you have selected your bandwidth setting, you have three options:


7.3 Call Preferences

To set up your call preferences, click the button on the main control panel, then select the Preferences tab.


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Automatically Accept Incoming Calls

Checking this option will automatically connect you to a video conference any time a remote party initiates a call to you. If you deselect this option, a window will pop up any time a request to join a conference is received. In this case, you will need to accept the incoming call to join the conference. When you are in a conference, your setting will be changed to automatically accept incoming calls for the duration of the conference. This is done to enable all conference participants to be connected and to ensure that DVC is able to automatically reconnect a participant should he/she be accidentally dropped from the conference. If you would like to prevent additional participants from entering a conference, simply click the Conference Privacy button. Do Not Disturb

Checking this option will automatically reject any incoming requests to join a video conference. Keep Self-View Window in Small Size

Checking this option will ensure that your self-view window remains small (thereby saving desktop space), even if you are transmitting a larger window size. Maximum Number of Quick Dial Entries

This option allows you to choose the number of quick dial entries allowed before the first number dialed drops off the list. Maximum Number of Log Entries

This option allows you to choose how many log entries will be stored in the DVC call log. Once you have selected your call preferences, you have three options:



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7.4 Gatekeeper

If your network environment uses a Gatekeeper, you will need to configure your Gatekeeper parameters. To do this, click the button on the main control panel, then select the Gatekeeper tab.

First, select one of the three options at the top of the window:

Do not attempt to contact a Gatekeeper: this option allows you to use DVC without attempting to contact a Gatekeeper. Allow calls if unable to contact a Gatekeeper: this option will allow you to register with a Gatekeeper if one can be reached but still initiate conferences if a Gatekeeper can not be reached. Do not allow calls without Gatekeeper: this option allows you to initiate conferences or accept incoming conference requests only if Gatekeeper registration is successful. If you are unable to register with a Gatekeeper, the Start button on the main control panel will be disabled. Next, complete the information in the following fields: Gatekeeper address: this field will accept the Gatekeeper’s IP address or domain name. Check with your network administrator for the correct entry. If left blank, DVC will attempt to register with any gatekeeper that can be found within your operating zone. When a gatekeeper is found and the registration is successful, the IP address of the gatekeeper will be displayed in this field. Timeout: the maximum time allowed for an H.225 request to return when DVC attempts to communicate with the Gatekeeper. Retries: the maximum number of times that DVC will attempt to send a registration request to the Gatekeeper.


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The next two check boxes allow you to select whether you will register your user name and/or phone number with the Gatekeeper. One or both of these boxes must be checked for registration to be successful. Name: this field should contain your H.323ID. Phone: this field should contain your E.164ID. Once you have set your Gatekeeper parameters, you have three options:

Click to cancel your changes.

Click Apply to execute a Gatekeeper registration (or de-registration if a change was made in the Gatekeeper parameters). When the Do not allow calls without a Gatekeeper option is selected, clicking Apply will always execute a Gatekeeper registration if the endpoint is not currently registered.

Clicking OK has the same function as clicking the Apply button except that it also closes the window. When an endpoint is registered with a Gatekeeper, GK will be displayed in the middle of the main control panel, indicating that the user has the capability to initiate a conference with another endpoint by using his/her IP address, terminal name, name or phone number.


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8 Initiating a Conference

To set up a conference, click the button on the main control panel. This will open the call window:

From this point, you can choose three different ways of setting up a conference: Speed Dial

To use Speed Dial, you must have pre-configured the speed dial list in your Address Book. To initiate a conference using Speed Dial, simply click the button beside the contact you wish to call and click the button. The contact you chose will be dialed and a connection established if the other party is online and has DVC open. If your speed dial choice was a group, all members of the group who are online and have DVC open will be connected to you and each other. If any contact or group member in your speed dial list is unavailable, you will be notified by an error window and a message on the main control panel. Your conference will continue until you, or another member of the group, clicks the Stop Conference button.


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Quick Dial

To use Quick Dial, you only need to know the IP address or (DNS-resolvable) computer name of the person you plan to call. To initiate a conference using Quick Dial, enter the appropriate information in the field and click the Button. A conference will be established with the person you have selected, if the other party is online and has DVC open. You can repeat the above step to add people to the conference (depending on the type of DVC license you have purchased, your computer’s processing capabilities and the amount of bandwidth you have available). Up to 100 Quick Dial numbers can be saved for you to select by using the dropdown list. You can set the number of Quick Dial numbers you would like to save in the Call Options menu. If you are planning to call a particular number often, it is recommended that this number be added to your Address Book. Address Book

To use the Address Book, click on any contact name or group in the Address Book and click the Button. The contact or group that you have selected will be called and a conference will be

established, if the other party (or parties) are online and have DVC open. You can repeat and/or change any of the above dialing options to add parties to your conference based on the type of DVC license you have purchased, your computer’s processing capabilities and the amount of bandwidth you have available. Joining an Existing Conference

If you call another party who is already in a conference, you will automatically be added to that conference, and connections will be established with all parties (provided there is enough bandwidth, processing power and appropriate licenses in use). For example, if you are in a 2-way conference and you initiate a call to another 2-way conference, the result will be a 4-way conference. Establishing an Audio Conference

To set up an audio conference, click the Audio Only checkbox prior to initiating the conference. When conferencing multiple parties, you can use a combination of audio and video connections. For example, in a 5-way conference, 3 participants may be utilizing video and 2 participants may be using audio only. Audio only participants will send and receive audio while the video participants will send only audio to the Audio Only participants and audio/video to the other participants. Once you have checked the Audio Only box, all calls that you initiate or receive will be audio only until you uncheck the Audio Only box.


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The Audio Only setting can only be changed prior to initiating a call. It can not be changed during a conference. Using the Audio Only feature allows you to include parties with different bandwidth capabilities in the same conference. The Audio Only option is recommended for any participants with low bandwidth network access. Changing Your Screen Name

To change the screen name that will appear on the receive view window of other people in your conference, click the button and enter your name in the Caller Identification Name field.

9 Control Panel Call Settings

9.1 Changing Volume Settings

To increase or decrease the speaker or microphone volume settings, press the or buttons next to the or buttons on the main control panel. The volume level will appear in the middle of the control panel while you are changing the levels. You can also adjust the volume of a particular conference participant by using the volume control located on the receive view of each conference participant. Your incoming speaker volume and your outgoing microphone volume can also be muted. Simply click on the or buttons. A red circle and cross will appear on the button to indicate that the speaker or microphone volume has been muted.

9.2 Conference Privacy

Click the button when you are in a conference and do not want additional parties to be able to join the conference. Selecting this option will only block calls on your computer so each participant will need to click the button to make the entire conference private. To allow other participants to join the conference at a later time, simply click the Conference Privacy button again to disable the feature.

9.3 Start/Stop Sending Video

Click the button to stop sending video to the other conference participants (audio will continue to be sent). This feature is useful when a limited amount of bandwidth is available or when the Document Viewing option was selected on another computer in the conference. To start sending video again, simply click the button to re-enable video transmission.


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10 Ending a Call

To end a call, click the button. If you are in a point-to-point conference, the conference will simply end. If you are in a multi-party conference, you will be given the option to either End self-participation or Stop the conference:

To end your participation and leave the conference, select End self-participation and click OK. If you choose Stop the conference and click OK, the conference will end for all participants. Only choose Stop the conference if you intend to end the conference for all parties involved.


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11 Call Information and Call Log

To access a history or your conference calls and participants, click the button on the main control panel.

The call information box will provide a record of all conferences and conference participants.

desktop video conferencing

Documents