Internet2 National Video Conferencing Service: Getting Started for End-users

1. Internet2 National Video Conferencing Service: Getting Started for End-users Tim Poe - CAVNER Mary Fran Yafchak - SURA

2. Overview - desktop and classroom videoconferencing in a nutshell H.323 Overview ViDeNet Overview Selecting the right video conferencing client for your needs Registration - how to obtain your video conferencing account Dialing Instructions – Introduction Configuring Your Client Definition of a Zone In Zone, Point to Point Dialing Zone to Zone, Point to Point Dialing Multipoint Conferences Dialing Users Who are Not on ViDeNet (netcall2) Call Forwarding Telephone Gateway Other MCU Services Video Conferencing Etiquette Troubleshooting Presentation Contents

3. Overview – Desktop and Classroom Video Conferencing in a Nutshell • Video conferencing dates back 70 years. • ISDN (H.320) conferencing has been going on for a few years. • IP (H.323) now viable due to improvements in networks, gatekeepers, gateways, MCUs, and endpoints.

4. H.323 Overview • Gatekeeper • Gateway • MCU • Endpoint

5. ViDeNet Overview • ViDeNet (http://www.cavner.org/videnet) is an international virtual network providing video teleconferencing, telephone and collaboration services over the Internet, Internet2 and related advanced networks.

6. ViDenet Overview (continued) • ViDeNet offers • Research environment • Connected community (listserv, conferences, etc.) • Dialing directory • Dial Plan • Zone resources • Network analysis (coming soon)

7. Selecting the Right Video Conferencing Client for Your Needs • Considerations should include: • Number of participants • Quality of conference • Data collaboration (T.120) • Price • Other

8. A Sampling of Videoconferencing Endpoints • VCON Vigo • VCON Escort 25 • PolyCom ViewStation • PolyCom Via Video • PolyCom VS 4000

9. Registration – How to Obtain your Video Conferencing Account • Registration can be done on the Web. • IP address required. • Further instructions will be provided after registration is processed.

10. Dialing Instructions – Introduction • Dashes are used throughout this document (and the dialing directory) for ease of reading. Dashes should NEVER actually be used when entering numbers. • When placing any out of zone call from netcall1, you must begin by dialing a "0" to exit the zone. This "0" will not be visible on the ViDeNet Dialing Directory. Example: The number 168-245-929-226-2121 in the dialing directory would actually be dialed by first entering a '0', so it would be entered '01682459292262121'.

11. Configuring Your Client • Gatekeeper Address: Enter the Gatekeeper IP address (this can be found under the specific information for your zone on the ViDeNet Zone List) for your zone, found on the “ViDeNet Zone List” page. • Workstation Alias: Enter the 'Alias' information from the ViDeNet Dialing Directory. • Workstation Extension: Enter the 'Extension' information from the ViDeNet Dialing Directory.

12. Definition of a Zone • A zone is a grouping of users that are all registered to the same h.323 gatekeeper. You may wish to view a zone as similar to an area code used with telephone dialing. When dialing outside your area, it is necessary to include the area code to specify which area you are dialing. Additionally, a "0" must be dialed prior to the out of zone prefix.

13. In-Zone, Point to Point Dialing • To call someone in your zone, look up their alias in the ViDeNet Dialing Directory and enter that information into your h.323 client's dialing applet. Alternately, you can dial by extension. • Examples: jones@mednet.edu or 226-6143

14. Zone to Zone, Point to Point Dialing • To call someone in another zone, begin by looking the individual up in the VIDeNet Dialing Directory. Enter the complete "Out of Zone Call" number listed in the directory into the client's dialing applet. Be sure to place a '0' prior to the number. • Example: 0-152-002-056-523*323-1234 or 0-168-245-929-919-866-1234

15. Multipoint Conferences • Requires an MCU • Determine number of participants • Participants can be invited or may invite themselves • Web interface available for invitations and conference management

16. Dialing Users Who are Not on ViDeNet • A public gatekeeper (UNC’s netcall2) is available for those who are not in a zone. • You may configure your client to point to this zone and immediately participate with other ViDeNet zones.

17. Call Forwarding • A feature available which allows you to forward calls to another endpoint. • In conjunction with a gateway, this can be used not forward to non-H.323 endpoints (like your wireless phone).

18. Gateway Services • Bridge to: • Voice endpoints • H.320 endpoints • Other endpoints (VRVS, etc.)?

19. Best Practices - VC Etiquette • Video conferencing does require the development of some basic techniques. • These techniques are often required to overcome technical limitations.

20. Planning a Meeting • Have an agenda ready ahead of time. H.323 conferences work best when participants have specific objectives to reach, such as agreeing on details of a shared document. • Appoint a chair person to run the meeting. Pauses in H.323 conferences can seem more pronounced than in face-to-face meetings. A chair person helps everyone stick with the agenda. • Appoint a scribe when sharing documents. Though simultaneous cursor control can sometimes be a useful feature, using it too often can be as confusing as having several people writing on the blackboard at the same time during a face to face meeting. • Distribute shared documents to each site when finished editing. Be sure that all participants receive completed documents.

21. Setting Up • Reduce environmental noise. Fans, distracting conversations, noise from open windows, etc., can make it hard for you to hear and for others to hear you. • Adjust the lighting. The wall behind you should be darker than your face. If it’s lighter, you'll be "back-lit" and your face will be in shadow. • Set the color levels in your camera settings. Sometimes the default settings can produce a washed out, flat image. You can change this by using the software that comes with your client to make adjustments to the brightness, hue, etc.

22. During the Conference • When using a speakerphone, sit close to it and remind other participants to do so as well. This will help everyone hear each other better. • Position the video window of the other party near your camera. This simulates eye-contact, which helps participants feel engaged with each other. • When using a handset or headset, avoid breathing to close to the microphone, brushing your face, etc. • If you need to sneeze or speak to someone not in the conference, mute your microphone.

23. Troubleshooting • Always be sure that your client is actually registering with the correct gatekeeper. Failure to do this will make most types of dialing impossible. • Restarting client software or the machine itself may be necessary.

24. Thank You!