How to Oovoo

How to ooVoo

Download ooVoo In order to take advantage of the free GVSU business plan, you must download ooVoo from GVSU’s ooVoo website: www.gvsu.edu/oovoo

If you already have an ooVoo account, access the GVSU ooVoo download page, skip to step 2 and enter your ooVoo ID or e-mail address and password, and then click ‘Submit’. Your account will automatically be upgraded.

Create an Account You must register with your GVSU e-mail address.

Create an ooVoo ID and password (it is suggested that you use your GVSU username and password to make it easier for your colleagues to add you as a friend).

The ooVoo Application Window Once you log into ooVoo you will see the main ooVoo application window.

At the top of the screen is a standard Windows style file menu that provides access to all of ooVoo’s features and functions.

Below the File menu is your personal information which includes your ooVoo ID card and current status.

Below this is your Contacts list and Phone panel.

Adding Friends 1. From the main application window click on "Add friends" or go to the Contacts menu and select "Add friends". Click “Search on ooVoo”.

2. Enter your friend's ooVoo ID, Email Address or Display Name in the search window and select “Search”.

3. Click the “Add” button.

ooVoo Card You can include optional information about yourself in your ooVoo card which can be viewed by your friends in your contact list and by others who search for you. In general it’s recommended to include a display photo and as much information as possible. However, please note that privacy settings are available if you do not want strangers to view certain information like your birthday, gender and display picture. You can also prevent strangers from searching for your card or contacting you. When searching for friends, only basic information from the user’s ooVoo card can be viewed.

To edit your ooVoo card:

1. Right-click on the ooVoo card display icon and select ‘Edit my profile’ from the drop-down menu or from the 'ooVoo' menu select 'My profile' and click on 'Edit my profile'. The 'My ooVoo profile' tab appears.

2. Your display name is automatically added when creating your ooVoo account but you can edit your display name at any time. If you would like to change your display photo, click on one of the links.

3. You can enter other optional information in the 'Personal details' and 'Interests' tabs. The information in the 'Personal details' and 'Interests' tabs can be used by others to search for your card.

4. If you want to allow your contacts to be able to view your telephone number, then click on the 'Phone numbers' tab and add your telephone numbers in the fields.

5. Click Save.

Change My Status Your status is shown next to your name to let your contacts know if you're available.

1. Click on the drop-down list next to your status (or right-click on the 'ooVoo' icon in the taskbar notification area and select 'Change my status' and then select:

. Online: This status indicates that you are online. . Busy: This status indicates that you are busy. . Away: This status indicates that you are away from your computer. . Invisible: This status causes you to appear offline. Your contacts will not be able to call or chat with you but can send you video messages.

You can also enter a personal status message.

1. Click in the ‘What’s your status?’ field in the main ooVoo window under your ooVoo ID and type a one line message. To clear your status message, select the message and press the Delete or back space keyboard keys.

Check Your Audio and Video 1. Select the Help menu or right click your ooVoo card display image and click ‘Check your audio and video’. The wizard will open.

2. Select the ‘Check’ button next to Webcam, Speakers and Microphone and then follow the instructions to test each device. If the selected device does not work correctly, choose No and a troubleshooting guide will open.

Place an ooVoo Video call 1. Double-click on an online contact(s) from the 'Contacts' tab or select an online contact(s) and click the video call icon. The 'ooVoo video call' window appears with a message showing who you are calling. You can click Cancel (the red phone icon) to end the call.

2. When a contact accepts participation, he or she appears in a video pane.

Invite Additional Friends to a Video Call During the video call, each participant can invite others to join in (up to a maximum of 12 video participants and 12 phone participants depending on your ooVoo plan or credits).

To invite an ooVoo contact to the call:

1. Click ‘Add to call’ and click Contacts. A small window appears with your list of contacts.

You can select different viewing options for your contact list in the ‘Change view’ menu.

2. Select the desired contact(s) and click ‘Add’. The contact(s) will be called.

NOTE: During the video call you can also call up to 12 phone participants. A variety of subscription plans and pay-per-use credits are available enabling you to purchase phone minutes to call phones.

Video Call Window Options The video call window has different options available to provide you with the best possible experience. In order to display the 'Actions' toolbar, move your mouse towards the top of the window. You can click on the thumb tack icon to "pin" it in place.

To view a video in full screen:

1. Double-click on the participant's video or select ‘Full screen’ from the View tab. You can return to standard view by double-clicking, pressing the Escape keyboard key or by clicking the standard view icon in the bottom right corner.

Record an ooVoo call:

1. Click Actions and click Record. A message will appear on each of the participant windows to let them know that the call is being recorded. Even though the notification message appears, please let everyone know that you are recording the call. You can right-click in the video call window (except on the participant videos) and select 'Record video call'.

2. To stop the recording, click Actions and click Stop Recording or select the red Recording icon at the bottom of the video call window and choose “click here to stop recording”. When you stop the recording, the recorded file is completed. If you start the recording again a new file begins.

3. Once you’ve ended your video call a dialogue box will open indicating that your recorded file is being processed. You will be able to view the recording from the 'Recorded files' window. Select the 'ooVoo' file menu, scroll down and select ‘History' and then click ‘Recorded files'. The 'Recorded files' window appears. Here you can save the recorded file in an avi format, upload it to an ooVoo server or to YouTube.

Share your Screen

Desktop sharing enables anyone with a GVSU ooVoo plan to display content which appears on their desktop to everyone in the video call. In order to conserve resources and to make sure that no confidential information is displayed, it's recommended that you close all windows or applications that are not being used before launching the share session.

1. Click Actions and select ‘Share screen’ (if you are in side bar view, click Menu, Actions, and then Share screen). A popup message will appear to let you know that your desktop will be viewed by all participants. Click OK. If the 'Video call' window is in the standard view, it will be automatically changed to sidebar view to display your desktop. Your desktop is displayed to the video call participants.

NOTE: All Microsoft Office applications and standard web browsers are supported for desktop sharing. Showing video clips is not recommended.

2. Click Stop sharing to close the desktop sharing session. The standard view returns.

Watch YouTube Videos with Your Friends

Watch Together allows you to watch YouTube videos with your friends on a PC.

1. While in a video call, click on the YouTube icon that appears at the bottom of the video call window.

2. The ‘Watch Together’ search window will open and you can search for videos to watch on YouTube with your friends.

3. Your microphone will automatically turn off when you are running a video.

4. Click on the Push to Talk button to chat with your friends while watching the video or select the lock icon to keep your microphone open all the time.

5. Use the controls at the bottom of the player window to pause your video, adjust the audio or maximize the window for full screen playback.

Video Quality Issues

If you experience audio and/or video quality problems during a call (drop-out, freezing or pixilation) check the Quality Meter located below the video panes on the left side of the window to see the amount of bandwidth available to you and the other video call participants.

If red bars are being displayed, then click on the quality meter for more information and check the following:

. Make sure you are using a wired network connection. . Close any open applications (e-mail, web browsers, file downloads) that may be using internet bandwidth. . Switch to low resolution during the video call (click Resolution and select the desired setting).

End an ooVoo Call 1. To end an ooVoo call, click on the ‘End call’ icon (the red phone handset) at the bottom of the video call window or click the close icon in the upper right hand corner of the window.

2. A message window, ‘ending conversation’ will appear and the ooVoo video call window will close.

Invite a friend who is not on ooVoo to your Video Chat Room One of the main advantages of ooVoo is that you can connect with friends, colleagues or business associates even if they do not have ooVoo installed. Each ooVoo account includes a Video Chat Room with a link that you can e-mail to your associates to initiate a video call. Any time you wish to speak to someone it's as easy as meeting them in your own dedicated video chat room.

To Activate a Video Chat Room

1. Click the “ooVoo” menu, select “My account” and then choose “My video chat room”.

2. Click the “Activate All” button to activate your Video Chat Room.

To Send Your Video Chat Room Link

1. Select “Customize Room”.

2. On the “Settings” tab in the “Room’s link” window, highlight the URL, right click and select “Copy”.

3. Paste the link into any IM or E-mail and send it to your friends and colleagues.

4. Once your friend clicks on your link their browser will open in your Video Chat Room. You will receive notification in ooVoo that someone has entered your room.

NOTE: Participants in web video calls need to have Java installed and enabled on their computer or if they are using Internet Explorer to have ActiveX installed which can be used instead of Java.

Record and Send a Video Message You can record a voice or video message and send it to your ooVoo and e-mail contacts and/or upload it to YouTube. E-mail recipients who do not have ooVoo installed on their computers can click on a link to play the video message.

1. Right-click on a contact(s) and select 'Send video message'; select a single contact, click the drop down and select 'Send video message' or select a contact(s) and from the Actions menu select 'Send video message'. The 'ooVoo video message' window appears.

2. If you have a web camera but prefer to send a voice message only, click the camera icon in the lower left corner.

3. Click the red record button to start recording your message. 'Recording...' appears above the video pane and a time indication bar appears below.

4. Click the blue stop button when you have finished recording your message or the recording will automatically be stopped when the time limit is reached.

5. To preview the message, click the green play button. If you want to record the message again, click the red record button.

6. If desired, you can add a short text message in the optional ‘Enter a short message’ text field. The text will be sent with the video message.

7. If you are not ready to send the video message, click the close icon in the upper right corner. You will be prompted to save the message in the 'Drafts' folder. To open the message, select the 'ooVoo' menu, scroll down and select ‘History' and then click ‘Video messages history'. In the navigation pane on the left, select the 'Draft' tab.

8. To send the draft, select the message and then click open. In the video message window click Send.

Send Files You can easily send files to your contacts (up to 20 files at a time with a limit of 25MB for each file

1. Right-click on a contact(s) and select 'Send files'; select a single contact, click the drop down and select 'Send files' or select a contact(s) and from the Actions menu select 'Send files'.

2. Select the file(s) and click Open. The 'Send files' window appears and the file(s) appear in the 'Files' area. You can select up to 20 files at a time by pressing the Ctrl or Shift keyboard key.

3. If desired, you can add a short message in the text field (bottom-right part of the window).

4. Click Send. The file(s) will be available to the selected contacts to download.

Starting a Chat Only Session

ooVoo text chat sessions can be conducted with your ooVoo friends who are online but you can also send chat messages to a friends who are offline. The messages will be received the next time your contacts sign in.

To start a chat session:

1. Select a contact(s) and click the ‘Start Chat’ icon (the gray bubble icon which appears next to the contact's name in icon and thumbnail views) or right-click on a contact(s) and select 'Start text chat'.

The 'Chat' window appears and the selected contact(s) appear in the upper-right area.

2. As you begin to type your message in the ‘Your text’ field the 'Send' button is enabled. To change the appearance of the text in your window only, click the Change font icon. A standard font selection window appears.

NOTE: You can change the font, font style, and font size. You can also easily add emoticons to your chat messages. Click the ‘Select an emoticon’ icon and then select the desired emoticon you want to insert into your chat message. You can press Shift+Enter or Ctrl+Enter to start a new line.

3. Click Send (or press Enter on the keyboard). Your name and time stamp will be highlighted in gray followed by your message in the upper-left pane. Chat messages written by other participants will be highlighted in orange. A notification will also appear when someone starts to type a message.

3. To invite more contacts, click Invite. A sliding window appears on the right side of the 'Chat' window with your list of contacts. Select the desired contact(s) and click Invite or drag a contact from the sliding window into the 'Chat' window.

4. When finished, close the chat session by clicking on the Close icon (X) in the upper right corner. In a 1- on-1 chat session the other contact will not receive a notification. When someone leaves a multi-chat session, all of the chat participants will receive a notification that this contact has left the chat session.

In order to return to a multi-chat session, you will need to be added to the session by one of the participants.

Viewing Your Chat History Your text chat history is available by clicking on the Chats bubble on the vertical left side of the ooVoo program.

1. Hover your curser over a chat in the list to see all of that session’s participants.

2. Double-click a session to open the Chat window to view the text history for that chat.

To delete a chat session:

3. Right-click a chat in the list and select “Delete chat”.

4. Open a chat in the list and click the “Delete this chat” icon in the upper left corner of the Chat window.

Meeting Support If you are planning an upcoming meeting, you can schedule your event in a number of ooVoo configured class and conference rooms on all of GVSU’s campuses.

Allendale Campus:

• MAK B-2-226 - User provides equipment or reserves ooVoo computer and camera from IT office* • MAK B-2-241 - Built-in camera with integrated microphone • MAK D-2-168 - User provides equipment or reserves ooVoo computer and camera from IT office*

*NOTE: Please contact the IT office, [email protected], in advance of your meeting to reserve the equipment.

Pew Campus:

• CHS 340 - Built-in camera with integrated microphone • DEV 202A (SCB Meeting Room) - User provides equipment

Traverse City Regional Center:

• University Center, Suite 102 - Built-in camera with integrated microphone

NOTE: All classrooms on the Allendale, Holland and Pew Campuses are permanently equipped with a web cam/mic for conducting ooVoo conferences.

In addition, on-site ooVoo technical support is now available for GVSU faculty and staff who would like assistance when conducting an ooVoo conference. To schedule a student technician for your next ooVoo meeting or interview, log-in to the ooVoo Support Reservation page, http://www.gvsu.edu/oovoo/reservation-login.htm, complete the on-line request form and submit it for final processing. Reservations must be scheduled 1 week in advance during normal business hours, Monday – Friday, 8:00am – 5:00pm. Any reservations with less than 1 week notice cannot be guaranteed coverage.

An FOAP is required to schedule on-site technical support. The hourly rate of $25 for the first hour and $10 for each additional hour will be charged back to the FOAP.

On-site support includes:

• Setup – 30 minutes • Scheduled Meeting • Teardown – 30 minutes

NOTE: Events on the Pew Campus will also require travel time.