Live presentations with Vscene

Transcription

1 Introduction Live presentations with Vscene Using Vscene to present in a seminar room and online Vscene allows you to connect to video conferencing systems installed in rooms around the university to conduct online sessions. With the addition of a laptop, you can deliver presentations to participants in the videoconferencing room and to those joining online. What you need: Vscene account: see the guidance on the Digital Learning & Teaching Vscene page for instructions on getting an account Videoconferencing room: to find and book a university room with video conferencing capabilities, see the Video Conferencing site Laptop with Google Chrome: you can install Chrome for free Several days before the session 1. Create a Virtual room in Vscene (see the guidance on the Digital Learning & Teaching Vscene page for instructions). 2. Send the Virtual room link to participants who will be joining remotely. Tip: Ensure that participants know that they should use a headset with a microphone, and a webcam if required. You may like to forward the Joining a Vscene session guide to participants (see the Digital Learning & Teaching Vscene page). 3. To ensure that your presentation will be visible to those joining remotely, make sure the text size is 18 point or larger; also avoid using images with a lot of small detail. 4. If you would like to check everything ahead of time, see the connect to the Virtual room with your laptop section for details minutes before the session: connect to the videoconferencing system 1. In the videoconferencing room, press Videoconferencing on the control panel. 1

2 2. Ensure that the videoconferencing room microphone it is not muted and that it is in a central location. 3. Log into Vscene (with your account) on the desktop computer in the room. 4. Hover over Virtual room and click My Rooms. 5. Next to the Virtual room you wish to use, click Control panel. 6. Click Connection information. 7. Click VC system. 2

3 8. Under Select a Vscene-registered system, type in the code for the videoconferencing room that you are in (codes are on the Video Conferencing page). 9. Click on the correct room. 10. Click Connect. 11. A message will appear on the videoconferencing room control panel. Tap Accept. 12. Video from the room that you are in will appear on the videoconferencing screen. Audio and video from the videoconferencing room is now broadcasting to anyone logged into the Vscene Virtual room. Tip: You can use Camera Control on the control panel to zoom the camera in on the presenter if required. 13. When remote users join the room, they will appear on the main screen. Check to make sure that they can see and hear the videoconferencing room. See the Troubleshooting guidance at the end of this document for more help. 3

4 5-10 minutes before session: connect to the Virtual room with your laptop 1. Open the Chrome browser on the laptop. 2. Log into Vscene with your account. 3. Hover over Virtual room and click My Rooms. 4. Next to the Virtual room, click Join. 5. Click Join now. Tip: If you are not able to connect the first time, don t panic! Click Reconnect and try again. If this does not work, close the window and click Join now again. Also try closing Chrome and reopening it. Keep on trying testing has shown that Vscene will connect eventually. 6. As soon as you have connected to the room, TURN OFF the Camera, Microphone and Speaker by clicking the icons. This will prevent audio feedback. Online participants will see and hear you through the videoconferencing system. 4

5 7. On the laptop, open your presentation. 8. Set up the presentation to show on VScene: a. For PowerPoint on a PC, go to View and choose Reading View. b. For PowerPoint on a Mac, go to Slide Show, click Set Up Slide Show and tick Browsed by an individual (window). Click OK. Start the slide show. c. For other presentations, choose a viewing mode that does not require Full Screen. 9. Now return to Chrome and your Vscene room. 10. Click Screen share. 11. If you have not installed Screen share before, click Install share screen: a. The Vidyo Screen Share window will open. b. Click Add to Chrome. c. Click Add extension. d. A confirmation will appear. e. Return to Vscene. 5

6 12. Click Screen share. 13. Choose Application Window. 14. Click the window for your presentation. 15. Click Share. 16. Your presentation will appear on the video conferencing screen, showing that all participants are now able to see it. Move the slides along as normal. 6

7 After the session 1. Click Disconnect. 2. End the session from the desktop computer, or from the control panel. 3. Turn off the videoconferencing microphone. Troubleshooting Virtual room is not appearing on the videoconferencing room screen 1. Check that the SmartBoard or videoconferencing room screen is not in sleep mode. 2. If this doesn t work: a. Exit the Vscene Virtual room on the desktop computer. b. Shut down the videoconferencing room control panel. c. Start the process again. Audio feedback (high-pitched sound coming through the speakers) 1. Check that the laptop speakers are muted. 2. Check that all remote users are using their headsets. Remote participants cannot hear audio 1. Check that the video conferencing microphone is not muted and is not too far from the presenter. 2. Ask users to confirm that audio is coming through their headphones. Remote participants struggle to see presentation 1. Suggest that participants try switching from Gallery view to Active Speaker: 2. Suggest that participants minimise the tools on the side and bottom: Still having problems? Contact the IT service desk on (019133) For more information, see the Vscene guide: Google Chrome: Joining via a browser, v2 7