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How to: Web Collaboration

screenscreen download

Web collaboration overview

A web collaboration allows you to work collaboratively with one more participants. Its key use is to share your screen and / or applications with other users. This is useful if you want to review a document, presentation, design, or similar with other people, and is similar to using a projector in a meeting room.

You can also give another user control of the shared screen.

In addition, Windows users can also use a whiteboard feature to draw up and annotate ideas (similar to using a whiteboard in a meeting room), share files with other participants, instant message other participants, and use video telephony.

Enabling pop-ups.

To use web collaboration via the web portal, you will need to make sure that pop-ups are not blocked for your *.ox.ac.uk in your browser (soft phone users with the desktop client do not need to do this).

Internet Explorer:

  1. Click on the Tools menu.
  2. Point to or click on Pop-up Blocker.
  3. Click Pop-up Blocker settings.
  4. Ensure that ‘*.ox.ac.uk’ has been added as an allowed site. If not, add it.
  5. Click Close.

Google Chrome

  1. Click the menu button button on the right hand of the menu bar.
  2. Click Settings.
  3. Click on Show advanced settings at the bottom of the resulting page.
  4. Scroll down to Privacy, click on Content Settings.
  5. If ‘Do not allow any site to show pop-ups (recommended)’ is selected, click on Manage Exceptions.
  6. Ensure ‘[*.]ox.ac.uk’ has been added as an exception. If not, add it.
  7. Click Done.
  8. Click Done.

Firefox

  1. Click the menu button button on the right hand of the menu bar.
  2. Click Options
  3. Click Content
  4. If Block popup windows is checked, click Exceptions
  5. Ensure ‘htpps://web.chorus.ox.ac.uk’ is added as an allowed site. If not, add it.
  6. Click Save Changes

Starting a web collaboration session

A web collaboration is handled by the system separately to voice calls – you have to both place the phone call and initiate the web collaboration.

However, it is possible to start a web collaboration without a phone call.  To do this, you need to download the standalone web collaboration client and run it.

Start the call to the participant first. In this way, you can inform participants that you are starting the web collaboration.

  1. Make sure you are logged into the web portal.
  2. Initiate a telephone call with the required participants. TIP: if you dial a person using your desk phone, the call will show as an active call in the web portal action bar. Alternatively you can dial one or more people with the web browser. For calling multiple people, see Dialling multiple people / Ad hoc conference).
  3. Click the menu button button in the action bar:
  4. menu button
  5. Click Start web collaboration from the resulting menu.
  6. A dialogue box will then appear similar to this:
    download screen
  7. Click Run (depending on your system, you may have to save it and then run).
  8. Another dialogue box will appear:
    open scape exe screen
  9. The web collaboration should now have started.TIP: Anyone with an email address can be added to a web collaboration. They do not need to be Chorus users.NOTE: If you join the conference before other participants, you may see the window below. This will go away when other participants join.
    open scape screen

Joining a web collaboration

If you have logged into the Chorus web programme before the web collaboration is set up, you will be notified that a web collaboration has started in the action bar (similar to a telephone call), and will be able to click on the green screen button to join.

web collaboration screen

Another way to join is via the email that is sent to all participants when the web collaboration is initiated. This will look similar to the below:

Use the first link (the .exe file) to launch the web collaboration on your PC or Mac. This will give you full access to the web collaboration.

If you are on a computer that does not allow you to download and execute .exe files, use the second link (web client) to enter the web collaboration via a web browser. This will allow you to view the web collaboration but not participate with full functionality.

Managing a web collaboration and menu options

When the WEB COLLABORATION session starts the web collaboration menu will appear on the left-hand side of your screen:

unify screen

The web collaboration menu is used to manage the web collaboration session and access the web collaboration functionality. Clicking on each of the menu items will expand the menu and allow you to access that particular functionality.

unify screen

Minimising and maximising the web collaboration menu

It is useful to minimise the web collaboration menu when you share your screen, otherwise the silhouette of this menu will show on other participant’s screen.

To minimise the web collaboration menu:

  1. Click the button button.
  2. To maximise it again click the same button. 

Specifying a password for your web collaboration session

You can set a password and lock the session so that only people with the password can join. This is useful for meetings with sensitive information.

  1. In the web collaboration menu, click ‘session’.
  2. Specify a password:
    password screen

Locking a web collaboration session

You can lock the web collaboration to prevent other participants from joining, even if they have joining link and / or the password.

  1. In the web collaboration menu, click ‘session’.
  2. Click the on button for Session lock
    session log

Sharing your screen

When the web collaboration is first initiated, the participants will see a blank screen.

Moderators can share their screens and / or choose another participant’s screen to share.

To share your/a participant’s screen:

  1. If necessary, click on the arrow by Participants on the web collaboration menu to open up the menu.
    participants button
  2. Select the name of the participant whose screen you would like to share from the ‘Share Screen’ drop-down menu.If the shared screen is obscured by a silhouette / outline of the conference menu, the person sharing the screen needs to minimise the menu (see Minimising and maximising the web collaboration menu).You can check what other participants are seeing under the Screen menu option:
    screen share

Sharing your screen when you have two screens

If you have a dual monitor set up and you want to share your screen, you may find that other participants see only a very small representation of your screen. In order to fix this:

  1. Click on the Screen menu option
  2. Click on the screen you wish to share.

Promoting a participant to moderator

When you start a new web collaboration session you will be the ‘Moderator’ and the participants you invite will have participant access only. This means that you can manage the web collaboration session, whereas your participants can only participate in the functionality.

To promote one of the participants to a moderator, right-click their name as it appears in the ‘Active Clients’ list and select the ‘Moderator’ option.

This will allow them to choose which screen to share and to assign remote control permissions.

Invite new participants

Clicking on the ‘Participants’ menu item will allow you to: share your/another participant’s screen, give remote control access to your/another participant’s computer, specify the session moderators, and invite new participants.

participant screen

Giving another user remote control of the shared screen

To give yourself/another participant remote control of the shared screen select the name of the participant whom you would like to have control. This will allow them to move the mouse / cursor and operate the shared screen / application as if it were their own pc.

*To cease remote control at any time press F11 on a Windows machine and F7 on a Mac/Linux.

Invite more Participants

To invite more participants click the Invite… button. This will use Outlook to automatically generate an email containing links to download the web collaboration session file, and any other pertinent details. From here you can specify the email contacts you would like to add to the web collaboration session before sending.

NOTE: Anyone with an email address may be invited to a web collaboration session, they do not have to be a Chorus user.

Chat (web collaboration menu option)

Clicking the Chat menu item will allow you to send and receive Instant Messages with the other web collaboration participants.

chat board

Fileboard (web collaboration menu option)

Clicking on the Fileboard menu item allows you to share files during the web collaboration session.

fileboard

Clicking Upload will allow you to upload files to the Fileboard. Clicking Download allows you to download a selected file to your computer. Double clicking a file in the Fileboard will open it directly.

Video (web collaboration menu option)

Clicking the Video menu item allows you to view the shared video feeds from the other participants.

video screen

My Video (web collaboration Menu Option)

Clicking on the My Video menu item allows you to view your video feed and access your video functionality:

video screen

Allows you to select your Web Cam

Allows you to adjust the quality of your video feed

Allows you to freeze-frame your video feed

Allows you to turn your video feed on or off

Audio (web collaboration menu option)

Clicking the Audio menu allows you to open an audio channel with the other participants.

audio settings

From here you can: select your speaker/microphone; adjust the volumes; turn your speaker on/off and mute your microphone.

Viewing the session log

Clicking on the Log Messages menu item will allow you to see a log of all the activities that have transpired during the web collaboration session.

log messages

The White Board (Available for Windows Only)

The whiteboard is useful for visually collaborating on ideas, in a similar way to drawing on a whiteboard in a meeting room. You can choose to have a plain background, or a screen shot of the shared screen that people can then annotate.

The whiteboard offers several annotation tools, including a pen, a text box, a method of highlighting important areas, straight lines, simple shapes (square and circle), and the ability to import pictures. You can also erase lines and text.

At the end of the session, you can save the whiteboard as a bitmap (.bmp) file for sharing with the team, printing, etc.

To start a blank white board session:

  1. Hover over the button button and click the pencil button when it appears.
  2. This will open up the White Board session in a new window.
  3. From here you can draw on the White Board in real-time with the other session participants.
    white board

 

To start a whiteboard session with screenshot as background:

You can start a whiteboard session with a screenshot of the shared screen as a background. This is useful for collaborating on a design, document, etc. =

To do this, start a whiteboard session (see above) whilst sharing a screen.

To Save a whiteboard:

You can save the results of a whiteboard session as a bitmap (.bmp) file. To do this:

Click the save button in the whiteboard toolbar:

icons

To end a web collaboration session:

To end a web collaboration session click the stop button button.

NOTE: If you began your web collaboration session from within a call/conference you will need to end your call/conference independently of the web collaboration session.

 

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Written by IT Services. Latest revision 1 June 2018