You ll find everything you need to get started with your VaaS-t conferencing account in the following pages.

Transcription

1 make meeting simple

2 You ll find everything you need to get started with your VaaS-t conferencing account in the following pages.

3 Quick Start Guide Getting Started Making your first call Creating your Contact List The interface How to contact us Getting more out of VaaS-t Using the Outlook plug-in Sharing Data Going mobile Controlling a Multipoint Call Communicating with legacy systems Adding a telephone Changing your camera and audio devices

4 Quick Start Guide Get off to the best possible start. Welcome. And thank you for choosing VaaS-t as your conferencing solution. Before we take you through how to use the system, there are a couple of things you may want to check: 1. Do you have a camera and microphone? Most laptops will have cameras and microphones built in, but desktop machines may not. Make sure you have a camera, microphone and speakers before you start. What you ll need. You should have already received your username and password for the service, together with the domain to log into. If you don t have this, please support@vaas-t.com and we will provide you with these details again. If you have already logged in, but forgotten your password, you can go to the login page and click on the Forgot Password link. This will a replacement password to you. 2. Do you have internet access? VaaS-t is a web-based service, so if you can t view websites, you wont be able to conference.

5 Getting Started Sign in to your service. This is simple to do. On the that you received, there was a website address. Just click on that address or copy it to your favorite browsers address bar and it will take you straight to your login page. If this is the first time you have used VaaS-t, you will be prompted to download the software. This is designed to run in the background when your computer starts. Just follow the instructions on screen to install the software. Once installed the software will ask for the supplied Portal address, username and password.

6 Making your first call 3 ways to communicate with VaaS-t The simplest way to make a call is to contact another registered user. Simply type their name into the white bar. When you see them listed below, click on their name to highlight them and click Call. Alternatively you can join their meeting room by clicking on their name in the section that is headed Rooms. If you need to call someone using a traditional videoconferencing room system, just ask them for their IP address. Enter this is the white bar and click Call Direct. You can also invite guests to join you in a meeting even if they no access to any videoconferencing systems. Click on the Invite By icon to the right of the search box. This will open your default program and automatically enter the details for you. They just need to click on the link and they will be in your room.

7 Creating your Contact List Making it easy to find your colleagues. The first time you sign in, the interface looks quite empty as you cant see anyone else on the system. You can create a contact list very easily. Type the name of the person that you want to add into the white bar, they will appear in the list below. Then, click on the + next to their name. The green tick will appear. This user will now always appear as a selection every time you login to the VaaS-t service. Tip : You can see everyone registered on your system by typing and underscore _ into the white box.

8 The interface Understanding the in-call icons Once in a call you have a selection of icons at the top of the screen to control and enhance the conference: Show meeting Participants 2. Show Group Chat 3. Multipoint Display Choose to have all participants the same size on the screen, or have the main speaker larger on the screen. 4. Data Share Click the arrow to share either your desktop or any program running on your desktop. 5. Toggle Conference Shares Click the icon to choose which share you would like to see 6. Self View Choose to see you camera image as a Picture-In-Picture, part of the video window or turn it off. 7. Video Privacy Stop sending your video. 8. Microphone Mute microphone. Adjust the balance of the audio you send. 9. Volume/Speaker Mutes the speakers. Click the arrow to make adjustments to the balance of audio delivered to you. 10.Settings Icon Access the client options. 11.Conference Timer Click to alternate between the conference timer and clock. 12.Call Disconnect.

9 How to contact us You can contact us by support@vaas-t.com You can visit us on the web: Learn more by going to :

10 Quality is great; whether we re connecting from desktops or from mobile devices Using the VaaS-t service means that we are able to meet our current needs at a price which suits our budget but with the option to expand as the business continues to grow." Oxford Innovation oxin.co.uk

11 Get more from VaaS-t VaaS-t is more than just simple conferencing VaaS-t provides you with a powerful collaboration platform. From simple meeting invitations using Outlook to tips on presenting over the platform, you will find more information here.

12 The Outlook plug-in Easily arrange meetings You can get the plug-in for Outlook by going to : The Outlook plugin is compatible with 32- and 64-bit versions of Windows XP, Windows Vista and Windows 7. It will require Outlook 2003, 2007 or The following pages detail the installation of the plug-in and how to use it.

13 Installing the Outlook plug-in Outlook 2003/ Close all Microsoft Office applications. 2. Download the appropriate Outlook plug-in from 3. Run the install wizard and install the Outlook plug-in. You are prompted to accept the license and install the plug-in. 4. Respond to each prompt until the plug-in is successfully installed. 5. Launch Microsoft Outlook. 6. From the Tools menu, select Options. 7. Select the VidyoConferencing tab. 8. Enter the following information: Server (the address you use to log into Vaas-t) VaaS-t Username VaaS-t Password 9. Click the Apply button. 10. Click the Test Configuration button. 11. If the test is successful, you will get confirmation. 12. You can then click OK and then click OK again in the Options window. The plug in for Outlook 2003/2007 is now installed.

14 Installing the Outlook plug-in Outlook Close all Microsoft Office applications. 2. Download the appropriate Outlook plug-in from 3. Run the install wizard and install the Outlook plug-in. You are prompted to accept the license and install the plug-in. 4. Respond to each prompt until the plug-in is successfully installed. 5. Launch Microsoft Outlook. 6. From the File menu, select Options. 7. On the left-hand menu, click on Add-ins 8. Click on the Vidyoconferencing tab. 9. Enter the following information: Server (the address you use to log into Vaas-t) VaaS-t Username VaaS-t Password 9. Click the Apply button. 10. Click the Test Configuration button. 11. When successful, you will see this dialog box : 12. You can then click OK to complete the install. The plug in for Outlook 2010 is now installed.

15 Sharing Data Show and tell Get your message across using the visuals that you would in person. To share something on your screen, just click the arrow on the Share button. This will show a list of programs that you have active or the option to share the entire desktop. As soon as you select this, you will be showing this live to all the participants in the meeting. Pro Tip When viewing data, did you know that you can double click the image? It will pop out into its own window so that you can resize it or even display it on a second monitor. Just close it to make it pop back in.

16 Inviting Multiple Parties More than just Point-To-Point The easiest way to get multiple participants in to the same meeting is to send an invite. They will simply need to click on this link from their and they will all join your room. Just click on the Invite by icon, and the system will automatically open your default client and provide all the information you need to allow anyone to connect to your meeting. Manually inviting other VaaS-t users. When in a call, click on the Show Participants icon. The click on the Invite.. icon. This will switch to the Invite panel, allowing you to enter the name of the user you wish to bring in to your meeting. Once you have found the user that you want, click on them and then click the Invite button at the bottom of the panel. Repeat this until all the users you wish to include are brought in to the meeting.

17 Contacting Other Systems Connecting to traditional Videoconferencing solutions VaaS-t is an advanced conferencing solution, but provides full access to traditional hardware based solutions. To make calls to these, just enter the IP address in to the white bar, select the number to confirm it, then click the Invite button. To receive a call, simply provide the caller with the IP address of the VaaS-t Gateway and your extension number. The VaaS-t Gateway can be reached on : The easiest way to provide this information is to click the Invite by link on the bottom left. This will provide details of all the connection options automatically to your default client.

18 Add Telephone Calls Audio only participants don t need to miss out. If there is no access to the internet, or they just don t have access to a video capable device, participants can still take part. To join, they just need to call: They will receive a voice prompt asking them to enter the extension number they require. You can find your extension number next to your name on the main Portal page.

19 Selecting Other Devices Changing your camera and microphone.. The VaaS-t solution takes a look at your PC each time you start the software and automatically tries to determine the best options to use for meetings. However, you may want to choose alternatives. Click on the Settings Cog, the Devices panel is automatically selected in the window that pops up. You can then choose your options for sound and video. If you are in a call when you make the changes, the changes wont take effect until the next call.

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