Global Standard Video Conference System User Guide

Table of Contents Ⅰ. Video Conference System Installation and Configuration 1. Video Conference Video Check ............................................ 2 2. Video Conference Audio Check .............................................. 3 Ⅱ. Create and Connect to a Meeting through the Messenger 1. 1:1 Video Call ............................................................................. 4 2. Ad-hoc Meeting .......................................................................... 6 3. Reserved Meeting ...................................................................... 8 Ⅲ. Manage My Address Book 1. Creating My Address Book ......................................................... 10 2. Editing My Address Book ….................................................... 11 Ⅳ. How to Use Video Conference Program 1. 1:1 Video Chat Menu ……….................................................. 12 2. Video Conference Menu …......................................................... 13 3. Invite Participants …....................................................................... 14 4. Manage the Meeting Layout ……….......................................... 15 5. Manage your Audio and Video …………………........................ 16 6. Moderator Menu ............................................................................ 18 7. Present your Screen or Application ................................... 20 8. Main View Control ......................................................................... 23 9. Exit or Terminate Meeting .......................................................... 24 2

1. Video Conference Video Check Follow these steps to check your Video (webcam) settings before the initial setup or participate the meeting. 1) Launch Video Check window 1 From Messenger [Conf Room] tab, click [AV check] icon 2 AV icon [ ] Click 2) Select capture device and run ‘Preview’ Confirm test image is from The webcam you have selected 3 4 Click [OK] 2 Click [Preview] 1 Select your webcam device !!! You MUST select the webcam you wish you use. Click [Source] button to adjust advanced webcam settings such as brightness, color, etc..

2. Video Conference Audio Check Follow these steps to check your Audio (headset) settings before the initial setup or participate the meeting. 1) Launch Audio Check window 1 From Messenger [Conf Room] tab, click [AV check] icon 2 audio icon [ ] Click 2) Select Audio device and start audio test 2 Click [Start audio test] 1 Select your headset 6 Click [OK] By default, USB headset is selected. To change Audio device, uncheck ‘Automatically select the best device’ and select from the drop down box. 5 Click [Stop audio test] For notebook users with external devices, make sure internal microphone or webcam is not selected. 4 Make sure you can hear an echo of what you speak into the microphone through your headset/speaker. (adjust volume as necessary)

Presenting screen or application is not supported in 1:1 video call 1) Launch phone call / 1:1 Video Call -Making phone call/ 1:1 video phone call from the Messenger window 1 From Messenger, select the user name and [right-click] 2 From pop-up menu select [Lync Call] 3 1:1 video phone call [start a video call] Click - chat window phone call/ video call 1 Chat window [Lync Call] OR [start my video ] Click 2) Cancelling 1:1 video call 1 Select [hang up] - or – Request cancels automatically if recipient does not respond within the timeout period

2. Ad-hoc Meeting Presenting screen or application is supported in ad-hoc meeting. Use this meeting type if you wish to have video conference with more than 3 people. - Initiating ad-hoc meeting from the Messenger ‘Conf’ tab 1 Select ‘Conf Room’ tab 2 Select [Create Meeting icon] 3 Type in the meeting title 4 Select [Participant] to search for the users 5 Select [Create Meeting] 2) Connecting to ad-hoc meeting - Connecting from the ‘My Meetings’ 1 Select [Conf Room] tab 2 Select [Join meeting] button - Connecting using the note bax.’ 1 Click [OK] 2 Click [Join Video Conference]

Set up a reserved meeting to schedule a video conference 1) Reserve meeting 1 From Messenger, select [Conf Room] tab 2 Select [Create meeting] button 3 Type in the meeting title 4 Select [Reserve] button 5 Define meeting time Selecting Zone button and select your time zone to compare your meeting time with your time zone 6 Select [Invite] to search for the users 7 Type in the search word and Select [Search] Select the check box next to the person you wish to invite 8 9 Select > arrow to add to Invited attendees list 10 Select [Invite] Repeat steps 7-9 to invite multiple attendees 11 Select [Create Meeting] to reserve meeting 12 Select [확인] button to confirm

Set up a reserved meeting to schedule a video conference 2) Edit / Cancel Reserved Meeting 1 Select [Conf Room] tab from the Messenger window 2 Select [Remove / Edit meeting] to edit / cancel reserved meeting You can edit / cancel reserved meeting until 1 hour prior to the start time 3) Connect to the Reserved Meeting 1 Select [Confe Room] tab from the Messenger window 2 Select [Join meeting] button to connect Join now button will be available starting 1 hour prior to the start time

You can add users to My Address Book while inviting users 1. Creating My Address Book You can add users to My Address Book while inviting users 1 Search for the user / department 2 Add to the Invited Attendees list Everyone in the Invited Attendees gets registered to the address book 3 Select [Add to my address book] 4 Select existing group, or Select ‘Add new group name’ and select [Register] button 5 Select [Add] button after new group name has been defined 6 Confirm new group has been added in your Address Book

You can add/remove users from My Address Book while inviting users 2. Editing My Address Book You can add/remove users from My Address Book while inviting users 1) Removing object from your My Address Book 1 From My address book, select located next to the user you wish to remove. 2) Adding to the existing group 1 Add the user to the Invited Attendees list 2 Select [Add to my address book] 3 Select existing group and click [Register] 3) Changing group name 1 Select the group name and [Right-click] 2 Edit the group name and select [Edit Group Name] button

Following menus are available in your Video Conference window 2. Video Conference Menu Following menus are available in your Video Conference window Participant list Microphone On/Off webcam On/Off Right-click and disconnect participant Microphone/Speaker Mute Adjust volume Adjust view Presentation Moderate menu Mute Lock meeting Terminate meeting Exit meeting Tools webcam On/Off PIP location & On/Off Adjust layout Show name On/Off Tools Adjust presentation or video layout Full screen Pin/unpin layout Video Conference System User Guide Download Search participant or department Chat Adjust font/size Save chat log Terminate meeting Connection status Connection speed Resolution 11

Use ‘Participant’ and ‘Messenger’ to search/invite participants Select [Participant] to launch search window - User or department search 1 Type in the search word and select [Search] Select check box next to the person wish to invite 2 3 Select > arrow to add to Invited Attendees list 4 Select [Invite] Repeat steps ①~③ to invite multiple users - Invite codec 1 Type in the codec IP address and select [Invite] 2 Select [Invite] Repeat step ① to invite multiple codecs 2) Help [Help] Click to Help Video Conference System User Guide Download 12

4. Manage the Meeting Layout Change the way you watch a meeting using the View button at the top of the meeting room 1) Manage the Layout 1 Select 2 Select [My Layout] 3 Select the layout you want 2) Manage Participant Video Layout 1 Select and drag participant to the location and release to drop 1 After making video layout change

Change your audio and video settings 5. Manage your Audio and Video Change your audio and video settings 1) Microphone, speaker and webcam settings 1 Select icons to turn devices on/off. Move the adjust bar to control volume (your settings) On Off Microphone Volume On Off Speaker Volume 2 Select icons to turn on/off your or remote users microphone and webcam On Off

Change your audio and video settings 5. Manage your Audio and Video Change your audio and video settings 2) Turn off your webcam 1 Select webcam icon to turn off your webcam. Your video will disappear from the video layout Your Webcam icon disappears from the remote user’s screen

Following additional menus are available to the meeting moderator 6. Moderator Menu Following additional menus are available to the meeting moderator 1) Invite and lecture mode 1 Following icons are recommended when inviting 2 When turned off Lecturer can view all remote users’ video; however, Remote users can only view lecture’s video. Only the lecturer’s microphone is enabled. 2) Mute menu 1 Disable or enable specific or entire participants microphone

Following additional menus are available to the meeting moderator 6. Moderator menu Following additional menus are available to the meeting moderator . 4) Disconnect, Lock down and Terminate Meeting 1 Disconnect participant from the meeting 2 Lock meeting to disallow new participants from joining 3 Terminate meeting (not recommended)  is recommended instead

Annotation Function 7. Present your screen or application You can share your screen or a specific application with other participants 1) Present or annotate 1 Select [Present] button 2 Select share type Entire desktop: share entire desktop Specific application : share specific application. When non-shared application is activated, it will not be visible to the remote users 3 Select [OK] Sharing Region 1 Presentation tool Annotation Function Change application End presentation Start annotating End annotating 1 Annotation tool Undo / Redo Erase Annotate Highlighter Thickness

7. Present your screen or application You can share your screen or a specific application with other participants 2) Presentation view - Participants 1 Presentation size reflects the presenter screen size; therefore, scroll bar may appear 2 Magnifier will adjust presentation size to fit your screen size 3) Magnifier - Participant 1 Double-click presentation or select ‘Full screen’ icon to change to full screen mode 2 Full screen mode tools Adjust Microphone Adjust Speaker PIP layout, On/Off Video menu (mange layout, pause, show name, etc.) Full screen – manage PIP layout End Full screen

7. Present your screen or application You can share your screen or a specific application with other participants 4) Presenting PPT document slide show PPT document slide show takes up the entire screen; therefore, annotation is not available Change PPT slide show format to ‘Browse by Individual (window) to use annotation 1 From your PPT,  Select ‘Set Up Slide Show’ 2 Select Browse by individual (window) 3 Make sure slide show does not Cover entire screen 5) Presenting from the Dual Monitor Main monitor Second monitor 1 Automatically switches to the main monitor upon presenting Your screen or application 2 Second monitor should be available during non-presentation view

8. Main View Control Change the way you watch a meeting using the View button at the top of the meeting room 1 Changes made through ‘View’ option only affects your screen.

Follow these steps to exit or terminate the meeting 9. Exit or terminate meeting Follow these steps to exit or terminate the meeting 1) Exiting from the meeting (available to all participants) 1 Select this button 2) Terminate Meeting(only available to the Moderator) 1 Select [Terminate] 2 Select [OK] 3) Meeting will auto-terminate 10 minutes after everyone, including moderator, has left