Meeting with a Surface Hub touchscreen receiving from someone outside the campus directory

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1 Meeting with a Surface Hub touchscreen receiving from someone outside the campus directory PC/Mac Table of Contents Introduction some caveats 1 Procedural overview 2 Prepare the Surface Hub 2 Accept a call 3 Manage the audio and video 3 Manage Screen Sharing 3 Recording the Session 4 Shutting down 4 Troubleshooting 5 Introduction some caveats Can I call out from the Hub? o Before you begin!! Determine if the person you want to call is visible within the campus directory first (check in Outlook contact list, or consult your departments IT personnel). o The Surface Hubs were designed to make Skype for Business (S4B) calls to other Skype for Business users within a defined network. Due to the way the university configures its Skype for Business administration settings, the Surface Hubs cannot access the world-wide Skype for Business directory, or see regular Skype users. It is therefore necessary to call to and not from the Surface Hubs when you want a Skype session with somebody outside the campus directory 1. This manual is directed at people within the Umeå University network that have Office 365 via their CAS ID who want to have a Skype for business session with somebody outside the campus directory (i.e. are invisible to the Surface Hubs via Skype for Business. If the person is visible within the campus directory, then it is a simpler case where you can call from this device. Other sessionhandling details of this manual that are beyond starting the Skype still apply. This procedure avoids adding Surface Hubs to existing meetings created in Outlook (a common approach promoted by Microsoft) as our in-house testing failed to get this to work (see previous footnote). Logging with your CAS ID on the Hubs is not required. It is the Surface Hub, and not you, that is being contacted. Logging in does give you access to your OneDrive files, but not your meeting appointments. 1 The Surface Hubs have a special version of the Windows called Windows 10 Team, and the Skype for Business is also a special version on these devices, much different from the version you use on your Pc (or Mac). Also, because Umeå University has an on premise installation of Office 365, and these hubs were designed to work with the newer cloud version of Office 365. There is a planned update to the on premise system in 2018 that may increase the functionality of Skype for Business on the Surface Hub 1

2 This protocol does not cover meetings with more than two participants, especially those with regular Skype. Skype for business is a completely different application than the standard Skype 2, so multiperson meetings do not work between the two. If you want to have more than two people join a meeting with a Surface Hub, they must all be using S4B. This protocol does not cover calling PCs or Macs from a Surface Hub. Further, ITS does not offer support for Skype for Business on Surface Hubs. Procedural overview Determine which surface hub you are accepting the calling from. The person calling needs the address in first column (table below) that matches the device s friendly name and location. Address in directory KBC-SVC-SHUB01 KBC-SVC-SHUB02 KBC-SVC-SHUB03 KBC-SVC-SHUB04 Device (location) KBC Fokus Mobil 1 (Glasburen, mobile) KBC Fokus Mobil 2 (Glasburen, mobile) Lilla Fokus Vägg (Glasburen, fixed) Stora Fokus Vägg (KB.F3.01, fixed) These devices are registered in the campus-wide (GAL) directory and thus visible through Skype for Business to all CAS ID account holders within the campus-wide directory as these simple addresses (device names). The devices also have alias (right column) that are friendly names given to the devices. These names appear in the bottom left hand corner of the screens. If the caller does not have a CAS ID, then you need to find someone with a CAS ID and Skype (on a laptop is easiest.) that can initiate the meeting with the outsider. If the caller has Skype for Business but is not part of the institute, things get a little complicated. You can find S4B clients (or Lync, or Teams) outside campus directory As a default, always add the full address of the person to invoke a search of the domain-specific listings domains. However, the Surface Hubs do not have addresses and cannot be found via this mode. will not be able to find the Surface Hub with the addresses (above, left column). Instead, they can possibly be found within the Skype general/global directory in the form The mobile units connect to a special Wi-Fi network designated for these devices, so they may be relocated wherever you can see from a wi-fi device the following networks: (Add table once Mats gets back to me) This document presents the simple method to receive videocall requests from outside sources 1. Start a Surface Hub session, and initiate Skype for business 2. Accept a call 3. Manage the video, audio, and screen presentation during a session Prepare the Surface Hub 1. Start the Surface Hub. If you are planning to present via Powerpoint, or would like to use the whiteboard, start these applications in advance of the meeting. Locate the windows icon in the bottom-center of the screen if you do not see the main application window (Figure 1). Load your presentation by browsing (Figure 2). Consult general Surface Hub training documents. 2 Microsoft bought Skype, then changed the name of their videoconferencing software from Lync to Skype for business, without merging to the two products. S4B is just an updated Lync, and not an updated Skype #confusing! See university post on the matter here. 2

3 2. Start Skype for Business, and the window will appear next to other application windows(figure 3). The device will then appear as available in the general campus-wide (GAL) directory Figure 1 Main app menu. Figure 2. Powerpoint browse to file Figure 3 Skype window (inactive) Accept a call 1. If your caller is from outside the campus directory (does not appear in the search menu of Skype for Business, then a participant, possibly one within the room, must initiate the S4B meeting with their own computer. When this occurs, you will be notified in the bottom-right-hand corner with a prompt (Figure 4), along with an audio chime to join. Then there will be a short delay before the sender s video is received (Figure 5) Figure 4 Accept a call Figure 5 Awaiting caller's video Figure 6 Caller's video active 2. Once joined you will see the senders video feed if they are sharing it (Figure 6). Otherwise you will hear audio and be able to text message with them. Manage the audio and video The camera and speaker icons in the bottom right hand corner of the screen give you the flexibility to control whether a signal is sent from either (Figure 7). Also, the video icon has a pop-up menu you for you to control how the video is captured with the options 1. Automated camera switching 2. Left-camera 3. Right camera 4. No camera. Manage Screen Sharing You have control over which of the windows are shared with the S4B guest at the other end of your conversation. You will see an outline around the windows and a Present Screen message in the top- 3

4 center of the window(s) to be shared (Figure 8). Simply select this message and the mode will switch from camera to screen sharing (both cannot be active at the same time). Figure 7 Choosing camera settings Figure 8 Screen sharing activate (top) and deactivate (bottom) buttons When you are finished with the screen sharing and want to return to camera mode, select Stop Presenting and the camera(s) will take over. Recording the Session You cannot record a screencast of the entire Skype meeting via the Surface hub itself but you do have several archiving options. You can make print screens and save or send those. You can also use the pen tool in Powerpoint to make notes within your presentation. When you exit Powerpoint you will be prompted to save them. You can then save them to your own flash drive, or to OneDrive if you have logged in to the machine via CAS ID. Consult the general manuals for using the Surface Hubs for more details. The system can also send a video feed to a video capture system (Cattura) that can store archive the session, or stream to UmU Play. This system has a series of security checkpoints that prevent anyone from spontaneously using this feature at the present time. Contact Hardy if you want to do this. Shutting down You or the other party can end the Skype session. If you or the other party want to join another meeting, or got cut off and want to reinitiate, one or the other may appear to be in a meeting until they change their availability status. Just make sure that you end each call on your end to ensure that you are available. If the session is at an end, choose to end the session (lower center of screen) and the computer memory will be erased, including your presentation 4

5 Troubleshooting Surface hub camera switching between two perspectives often. o This results from the device automatically choosing the camera it finds to be the best vantage point. If this becomes annoying have your Surface Hub participant either Move to a spot that is less problematic Change the setting in the bottom-right-hand corner of the screen (see Skype4Business_Surface-Hub_receiving.docx Connection lost. o Repeat steps above, but ensure that the Surface Hub user is also ready to receive the call. It may have been that the Surface Hub crashed (rare), or there is a persistent network issue on the Surface Hub side of things (rare in the case of wall-mounted LAN-connected Surface Hubs) Missing Video or audio signal from Surface Hub o Try texting with message tool in Skype 4 business, remind the Surface Hub participant to enable video and audio sending Cannot see the Surface Hub presentation o The viewer must remember to activate screen. Direct them to the button at the top-center of each window that reads Present Screen. 5