3. Desktop Video Conferencing User Guide
Table of Contents
Section Topic Page
1 About Desktop Video Conferencing 3
2 Minimum System Requirements 3
3 Installing DVC 4
4 Registration 7
5 Using DVC 8
6 Setting up Your Address Book 9
7 Call Options Menu 12
8 Initiating a Conference 18
9 Control Panel Call Settings 20
10 Ending a Call 21
11 Call Information and Call Log 22
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4. Desktop Video Conferencing User Guide
1 About Desktop Video Conferencing
Desktop Video Conferencing (DVC) is an exciting new way to communicate with one or more
people directly from your desktop PC.
As a completely software-based solution, installation, implementation and operation are simple
processes. No MCU or conference bridge is required. All you need is broadband Internet access,
your desktop PC and a web cam.
Multi-party conferencing can offer significant time and cost savings. Rather than traveling to a
meeting, you can meet face-to-face over the Internet. Since DVC is as easy to use as a
telephone, you can quickly establish conferences within a building or around the world.
2 Minimum System Requirements
Hardware:
• Pentium III – 750 MHz
• 16 Mb Video
• 16K Color
• 256 Mb RAM
• 20 Mb free disk space
• USB port
Operating Systems: Windows 98 SE, 2000, ME, XP
Peripherals: web cam (or video camera with capture card), microphone, speakers
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3 Installing DVC
Download the DVCsetup.exe file from www.sagaxis.com/index_files/DVC.htm and double click on
the icon to begin installation.
You will be shown the license agreement:
Read through the license agreement.
If you choose I do not accept the terms in the license agreement, installation will stop and you
will be unable to use the DVC software.
Once you select I accept the terms in the license agreement, the installation will begin. As you
go through the installation process, simply follow the steps by selecting Next at the end of each
step.
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6. Desktop Video Conferencing User Guide
If you choose Cancel, you will be given a choice between continuing the installation and ending
the installation. If you choose to continue, follow the steps below. If you choose to cancel, the
installation will end.
During the installation process you will be given an opportunity to test your audio and video
capture equipment. This test will eliminate many of the problems frequently encountered when
using a new video application. It is highly recommended that you complete each test during the
installation.
The video capture test will present two video windows as shown in the following image:
This screen will also show your detected Video Capture Device. If no image appears in the left
video window, check to ensure that the proper video capture device is being used. To select a
different video capture device, click on the down arrow and the select the capture device for your
camera of choice.
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Next, click on Test to ensure that your video signal can be properly encoded and delivered by
DVC. If you see video being displayed in the test window, your video capture device is working
properly.
If you do not see video being displayed in the Test frame, you may need to select a different
camera or video capture device.
Once you are satisfied with the video display, click on Next to test your speakers. You should see
the following screen:
Click the Test Speaker button. You should hear a beep. As you move the Volume slide bar, the
volume should increase or decrease.
If you do not hear a beep, check to ensure that your speakers are plugged in and that your
sound card is properly installed.
Once your speakers are working properly, click the Next button to test your microphone. You will
be presented with the following screen:
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Click the R button to start recording audio. Speak a short test message into your microphone then click
the S button to stop recording. Click the P button to listen to your audio being played back.
If you do not hear audio being played back, make sure that your microphone is plugged in and that your
volume is high enough to hear.
Click on Next to complete the installation, when your microphone test is complete.
If you have problems with the video, speaker or microphone and the tips above do not resolve the
problem, please refer to the DVC Troubleshooting and FAQ documents that are installed with the DVC
application.
4 Registration
The first time you launch the DVC application (and throughout your evaluation period), you will
be presented with the following screen:
If you have purchased a DVC software license, enter your license ID and Password in the spaces
provided and click the Activate button. If your license has been successfully activated, you
should not see this screen again.
If you are evaluating the software, click on the Evaluate button and the application will start.
Note that you will see this screen each time you launch the DVC application until you enter a
license code.
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You will be able to evaluate the DVC application for 15 days without registering. After 15 days,
you must purchase a license by clicking on the URL provided or by contacting
sales@sagaxis.com.
If you click the Cancel button, the application will close.
5 Using DVC
The following information explains the use of each function on the main control panel:
Sagaxis Conference Open / Close Stop / Start Minimize
Web Site Privacy Self View Sending Video Control Panel
Close DVC
Start Video
Conference Speaker Volume
Mute / Down / Up
Microphone Volume
Stop Video Mute / Down / Up
Conference
Call & Log Keep Help
Address Book Call Options on Top
Information
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6 Setting Up Your Address Book
6.1 Adding, Removing and Editing Contacts
Click the button and select the New Contact tab. You should see the following screen:
To add a new contact, complete the information in the appropriate fields. Name (name of your
contact) and Computer Name (IP Address or assigned gateway name) are required fields.
When you have finished entering your information, click the button. The name should appear
on the right side of the window. Repeat the above process for each person you would like to add
to your address book.
If you would like to change any contact information, click on the contact’s name on the right side
of the screen. The contact’s information will populate the fields on the left side of the window.
Change the appropriate fields and then click the Update button.
To remove a contact from your address book, click on the person’s name on the right side of the
screen and click the button. Once you have clicked the button, the contact’s information
will be permanently deleted. Make sure you want to permanently remove the contact before
pressing the button.
When you have finished editing your address book, click the OK button to close the window.
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6.2 Setting up Conference Groups
To set up a Conference Group, you must have contacts entered in your Address Book. To access
the Conference Group window, click on the button and select the Group Setup tab. You
should see the following window:
To create a new Group, first type the group name in the New group name field and then click the
upper button. Next, choose the contacts to be added to the Group by clicking their names in
the Address Book list and then clicking the lower button.
Note that each Group can contain up to 7 contacts, however, the number of conference
participants will be determined by the DVC license, bandwidth availability and computer
capabilities of the conference participants.
To remove Group members, choose the Group you would like to modify from the Group Name
dropdown list. Then click the name of the member you would like to remove and click the lower
button. Note that this action will only remove the contact from the Group; it will not remove
the contact from your Address Book.
To add members to a Group, choose the Group you would like to modify from the Group Name
dropdown list. Then click the name of the member you would like to add from the Address Book
list and click the lower button.
To remove a Group, choose the group you would like to remove from the Group Name dropdown
list and then click the upper button. You will be prompted with a question window to confirm
that you want to delete the Group from your Address Book. If you would like to remove the
group, click the Yes button. This action will not remove the Group members from the Address
Book, it will only remove the Group.
When you have finished editing your Groups, click the OK button to close the window.
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6.3 Setting up Your Speed Dial List
To add names to your Speed Dial List, you must have contacts entered in your Address Book. To
access the Speed Dial set up window, click the button and select the Speed Dial tab. You
should see the following window:
To add a contact or group to your speed dial list, click the contact/group that you would like to
add then click the button next to the Speed Dial number that you would like to use. The
name that you have selected will appear in the Speed Dial list in this window and in the Start Call
window.
To remove a name from a Speed Dial location, simply click the button next to the name you
would like to remove.
When you have finished editing your Speed Dial list, click the OK button to close the window.
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7 Call Options Menu
7.1 Video Options
To set up your video parameters, click the button on the main control panel, then select the
Video tab.
For regular video conferences, select the Video Conferencing option.
If you plan to use the DVC application to view documents, choose the Document Viewing option.
This option will convert the window size to 640 x 480 (full screen) and the frame rate will be set
at 2 – 3 fps (frames per second). It is recommended that you use a document viewing camera
and capture card with this feature.
Select the desired frame size for your video self-view image:
Small (generally 176 x 144)
Medium (generally 256 x 192)
Large (generally 352 x 288)
Note that the number of participants that you are able to add to your conference may depend on
the window size you select. The Small window size is recommended to enable conferences with
the maximum number of participants.
Once you have selected your desired video parameters, you have three options:
Click to cancel your changes.
Click Apply to apply your changes and keep the window open.
Click OK to apply your changes and close the window.
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Clicking the Advance button will take you to the following screen:
You have three options for video quality:
Fair video quality will provide the lowest video quality and utilize the least amount of
bandwidth. Select this option if you want to maximize the number of conference participants
or if video quality is not a priority.
Good video quality will provide high quality video and utilize a moderate amount of
bandwidth. This is the default DVC setting and the recommended parameter for most
applications.
Excellent video quality will provide the best video quality and will utilize the most
bandwidth. Select this option if you are using DVC on an internal LAN, have a high-speed
broadband Internet link or require high quality video.
Note that for each of the video quality settings, the frame rates and bandwidth used will depend
on the chosen window size.
The button will open a more advanced camera settings window. The parameters in this
window should only be modified by advanced video users.
7.2 Bandwidth Options
To set up your bandwidth parameters, click the button on the main control panel, then
select the Bandwidth tab.
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Note that you may not see all of the above bandwidth options depending on the DVC license you
have purchased.
Your bandwidth settings should be chosen based on the amount of bandwidth you have available
for the DVC application. DVC will automatically limit the number of conference participants you
can support based on the bandwidth setting you choose.
As you change your bandwidth setting, an information message will appear in the bandwidth
parameter box to let you know the maximum number of conference participants based on the
currently selected parameters.
If you are connected to the Internet via DSL or another type of connection that delivers different
upstream and downstream rates, choose the lower of the two rates as your bandwidth setting.
For example, if your service provides 1 Mbps downstream and 256 Kbps upstream, choose 256
Kbps as your bandwidth setting.
Due to congestion on your access line, reduced computer resources or other factors, there may
be times when you will not be able to support the maximum number of conference participants
allowed by your bandwidth setting. In these cases, DVC will dynamically regulate the number of
conference participants to ensure that conference quality is maintained.
Once you have selected your bandwidth setting, you have three options:
Click to cancel your changes.
Click Apply to apply your changes and keep the window open.
Click OK to apply your changes and close the window.
7.3 Call Preferences
To set up your call preferences, click the button on the main control panel, then select the
Preferences tab.
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Automatically Accept Incoming Calls
Checking this option will automatically connect you to a video conference any time a remote
party initiates a call to you.
If you deselect this option, a window will pop up any time a request to join a conference is
received. In this case, you will need to accept the incoming call to join the conference.
When you are in a conference, your setting will be changed to automatically accept incoming
calls for the duration of the conference. This is done to enable all conference participants to be
connected and to ensure that DVC is able to automatically reconnect a participant should he/she
be accidentally dropped from the conference.
If you would like to prevent additional participants from entering a conference, simply click the
Conference Privacy button.
Do Not Disturb
Checking this option will automatically reject any incoming requests to join a video conference.
Keep Self-View Window in Small Size
Checking this option will ensure that your self-view window remains small (thereby saving
desktop space), even if you are transmitting a larger window size.
Maximum Number of Quick Dial Entries
This option allows you to choose the number of quick dial entries allowed before the first number
dialed drops off the list.
Maximum Number of Log Entries
This option allows you to choose how many log entries will be stored in the DVC call log.
Once you have selected your call preferences, you have three options:
Click to cancel your changes.
Click Apply to apply your changes and keep the window open.
Click OK to apply your changes and close the window.
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7.4 Gatekeeper
If your network environment uses a Gatekeeper, you will need to configure your Gatekeeper
parameters. To do this, click the button on the main control panel, then select the
Gatekeeper tab.
First, select one of the three options at the top of the window:
Do not attempt to contact a Gatekeeper: this option allows you to use DVC without attempting to
contact a Gatekeeper.
Allow calls if unable to contact a Gatekeeper: this option will allow you to register with a
Gatekeeper if one can be reached but still initiate conferences if a Gatekeeper can not be
reached.
Do not allow calls without Gatekeeper: this option allows you to initiate conferences or accept
incoming conference requests only if Gatekeeper registration is successful. If you are unable to
register with a Gatekeeper, the Start button on the main control panel will be disabled.
Next, complete the information in the following fields:
Gatekeeper address: this field will accept the Gatekeeper’s IP address or domain name. Check
with your network administrator for the correct entry. If left blank, DVC will attempt to register
with any gatekeeper that can be found within your operating zone. When a gatekeeper is found
and the registration is successful, the IP address of the gatekeeper will be displayed in this field.
Timeout: the maximum time allowed for an H.225 request to return when DVC attempts to
communicate with the Gatekeeper.
Retries: the maximum number of times that DVC will attempt to send a registration request to
the Gatekeeper.
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The next two check boxes allow you to select whether you will register your user name and/or
phone number with the Gatekeeper. One or both of these boxes must be checked for
registration to be successful.
Name: this field should contain your H.323ID.
Phone: this field should contain your E.164ID.
Once you have set your Gatekeeper parameters, you have three options:
Click to cancel your changes.
Click Apply to execute a Gatekeeper registration (or de-registration if a change was made in the
Gatekeeper parameters). When the Do not allow calls without a Gatekeeper option is selected,
clicking Apply will always execute a Gatekeeper registration if the endpoint is not currently
registered.
Clicking OK has the same function as clicking the Apply button except that it also closes the
window.
When an endpoint is registered with a Gatekeeper, GK will be displayed in the middle of the
main control panel, indicating that the user has the capability to initiate a conference with
another endpoint by using his/her IP address, terminal name, name or phone number.
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8 Initiating a Conference
To set up a conference, click the button on the main control panel. This will open the
call window:
From this point, you can choose three different ways of setting up a conference:
Speed Dial
To use Speed Dial, you must have pre-configured the speed dial list in your Address Book. To
initiate a conference using Speed Dial, simply click the button beside the contact you wish to call
and click the button.
The contact you chose will be dialed and a connection established if the other party is online and
has DVC open.
If your speed dial choice was a group, all members of the group who are online and have DVC
open will be connected to you and each other.
If any contact or group member in your speed dial list is unavailable, you will be notified by an
error window and a message on the main control panel.
Your conference will continue until you, or another member of the group, clicks the Stop
Conference button.
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Quick Dial
To use Quick Dial, you only need to know the IP address or (DNS-resolvable) computer name of
the person you plan to call. To initiate a conference using Quick Dial, enter the appropriate
information in the field and click the Button.
A conference will be established with the person you have selected, if the other party is online
and has DVC open.
You can repeat the above step to add people to the conference (depending on the type of DVC
license you have purchased, your computer’s processing capabilities and the amount of
bandwidth you have available).
Up to 100 Quick Dial numbers can be saved for you to select by using the dropdown list. You
can set the number of Quick Dial numbers you would like to save in the Call Options menu. If
you are planning to call a particular number often, it is recommended that this number be added
to your Address Book.
Address Book
To use the Address Book, click on any contact name or group in the Address Book and click the
Button. The contact or group that you have selected will be called and a conference will be
established, if the other party (or parties) are online and have DVC open.
You can repeat and/or change any of the above dialing options to add parties to your conference
based on the type of DVC license you have purchased, your computer’s processing capabilities
and the amount of bandwidth you have available.
Joining an Existing Conference
If you call another party who is already in a conference, you will automatically be added to that
conference, and connections will be established with all parties (provided there is enough
bandwidth, processing power and appropriate licenses in use).
For example, if you are in a 2-way conference and you initiate a call to another 2-way
conference, the result will be a 4-way conference.
Establishing an Audio Conference
To set up an audio conference, click the Audio Only checkbox prior to initiating the conference.
When conferencing multiple parties, you can use a combination of audio and video connections.
For example, in a 5-way conference, 3 participants may be utilizing video and 2 participants may
be using audio only. Audio only participants will send and receive audio while the video
participants will send only audio to the Audio Only participants and audio/video to the other
participants.
Once you have checked the Audio Only box, all calls that you initiate or receive will be audio only
until you uncheck the Audio Only box.
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The Audio Only setting can only be changed prior to initiating a call. It can not be changed
during a conference.
Using the Audio Only feature allows you to include parties with different bandwidth capabilities in
the same conference. The Audio Only option is recommended for any participants with low
bandwidth network access.
Changing Your Screen Name
To change the screen name that will appear on the receive view window of other people in your
conference, click the button and enter your name in the Caller Identification Name field.
9 Control Panel Call Settings
9.1 Changing Volume Settings
To increase or decrease the speaker or microphone volume settings, press the or buttons
next to the or buttons on the main control panel. The volume level will appear in the
middle of the control panel while you are changing the levels.
You can also adjust the volume of a particular conference participant by using the volume control
located on the receive view of each conference participant.
Your incoming speaker volume and your outgoing microphone volume can also be muted.
Simply click on the or buttons. A red circle and cross will appear on the button to indicate
that the speaker or microphone volume has been muted.
9.2 Conference Privacy
Click the button when you are in a conference and do not want additional parties to be able
to join the conference. Selecting this option will only block calls on your computer so each
participant will need to click the button to make the entire conference private.
To allow other participants to join the conference at a later time, simply click the Conference
Privacy button again to disable the feature.
9.3 Start/Stop Sending Video
Click the button to stop sending video to the other conference participants (audio will
continue to be sent). This feature is useful when a limited amount of bandwidth is available or
when the Document Viewing option was selected on another computer in the conference.
To start sending video again, simply click the button to re-enable video transmission.
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10 Ending a Call
To end a call, click the button.
If you are in a point-to-point conference, the conference will simply end. If you are in a multi-
party conference, you will be given the option to either End self-participation or Stop the
conference:
To end your participation and leave the conference, select End self-participation and click OK. If
you choose Stop the conference and click OK, the conference will end for all participants. Only
choose Stop the conference if you intend to end the conference for all parties involved.
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11 Call Information and Call Log
To access a history or your conference calls and participants, click the button on the main
control panel.
The call information box will provide a record of all conferences and conference participants.
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