Top 10 FAQ's

If you don't find it here, please check our Knowledge Base or contact us via our Contact Support section.

How do I install VidyoDesktop (Meeting Client)?

If you do not have a desktop video client OpenExchange can provide you a free video client via our partner Vidyo.

To download the VidyoDesktop software please click the appropriate link for your operating system, then follow the required steps.  

Windows    Mac

File Size:  Windows = 3MB and the Mac file = 6.6 MB.  
After installation you may need to launch the software.

  • Windows:  Start > Programs > All Programs > VidyoDesktop
  • Mac:  Finder > Applications > VidyoDesktop

Note:  VidyoDesktop will automatically start the next time you restart your computer.

If you attempt to launch a video call, answer an incoming video call or join a video conference prior to installing VidyoDesktop, you will see a pop-up asking you to launch VidyoDesktop.

 

How do I schedule a meeting and start a meeting?

A meeting is a video appointment to which you invite people.   When you create a meeting, you identify the people to invite and you pick a meeting time. Responses to your meeting request appear in the meeting details. 

SCHEDULING A MEETING

  1. Click Create meeting to launch the scheduling pop-up.
  2. Fill out the required fields: Subject, Type, Date/Time and Duration; click Next to invite participants.
  3. Click Send Invitation.
  4. To start the meeting, click the Start button.

Once you click Send Invitation:

  1. The scheduled meeting will appear in your Upcoming Meetings.
  2. A reminder will be sent to your email address.
  3. An email invitation will be sent your invitees.
  4. An invitation will appear on your invitees’ OpenExchange home pages.

What are the VidyoDesktop toolbar icons?

If you are using the OpenExchange default desktop video client, VidyoDesktop, below is a summary of toolbar icons from left to right across the top of the video window.  Note: if you hover your cursor over an icon it will display the description.  

Layout – This icon changes the layout of your video screen when you have more than two participants. You can toggle between auto mode that will display from 3 to 8 other attendees in equal sized boxes or use voice activated mode where the largest box will be devoted to the person speaking. The drop-down arrow allows you to specify the number of participants viewable on the screen.  The maximum number is 8, but fewer may show if you are in a reduced bandwidth area.
 
Full Screen
 – Allows you to fill your whole screen with the video window or toggle to a smaller size. When in Full Screen mode, the toolbar is hidden until you mouse over the top of the screen or click on the screen. 

Screen Share – Click the drop-down arrow next to this icon to open a list of applications that you can share with other attendees. Click the icon to stop sharing. It turns green when you are sharing as a reminder. 

Toggle – Toggle among applications being shared with you.  It will be green when an application is being shared with you. You can also click it to stop having an application shared with you. Click the drop-down arrow to select a specific user who is sharing or to stop sharing.

Self-View – Turn on/off Self-View (the ability to see yourself).  First click opens a small box (picture-in-picture), second click opens a much larger window, third click turns it off. This can be done at any time in a call and is recommended when starting a call and periodically during long calls. 

Speaker Volume (Mute) – Click on this icon to mute your speaker so that you cannot hear other participants. It will turn red when muted, as a reminder.  Click the arrow to raise or lower your speakerphone volume. Also, you can use the controls on your speakerphone to control the speaker. 

Microphone Volume (Mute) – Click this icon to mute your microphone or to adjust your microphone volume up or down.  Will turn red when you are muted. You can also use your microphone devices to adjust volume up or down or mute. 

Privacy (Video Mute) – Toggles your camera on and off. Privacy can also be set by the host, in a way where the host controls your camera's on and off capability.  This is done through the host's Conference Manager.

Dialpad - Disregard this icon.  Not in use for OpenExchange. 

Configuration – Allows you to view and adjust some of the technical specifications on your VidyoDesktop. The Status tab and Show Conference Status sub-tab are very useful in troubleshooting calls. The Network tab will help with firewall and web proxy issues during initial set-up. 

Disconnect – Allows you to exit a meeting and close your VidyoDesktop program.  Remember - if you are the host of the meeting, you may want to launch your Conference Manager and close the meeting as well.

Video Conferencing Helpful Tips (audio, video)

The advice below can help you get the best possible video and audio quality. 

Internet Connection / Computer:

  • Use a wired/Ethernet connection when possible and disable any wireless connection you have (4G, 802.11, b, g, n).
  • Check internet bandwidth (check speedtest.net for upload and download speeds).
    • We recommend between 500 kbps and 2 Mbps.  You can utilize your corporate network Internet, WiFi or 4G connections.
  • Use recommended peripherals (webcam & headset/speakerphone).
    • Plug your USB webcam into your computer's USB port, rather than a USB hub or a USB port on a monitor.
  • If you are using a laptop, avoid running on battery whenever possible: it reduces performance and video quality.
  • If your computer has a Power Plan (All Microsoft Windows® and Apple® laptops do) choose “High Performance.”
  • Make sure you have the latest drivers (like your DirectX video driver if you’re a Windows™ user) for the devices you use during video calls and video conferences.

Video Quality: 

Dress: Solid shades of blue or gray are usually best, depending on your background, but to keep it simple just try not to dress in colors that match your skin and hair tones (as they will wash out your natural coloration).  Avoid wearing red, green or orange, especially in bright or bold shades. Busy patterns should also be avoided.

Lighting: Lighting is best located in front of not behind you. For instance, you will not want to position yourself with a window behind you during daylight hours. The bright outside light will make your face darker.  Be mindful of what is in your background/setting that can be seen by other participants.

Speaking and Eye Contact: Generally cameras are located close enough to the monitor you are viewing that eye contact will appear fine, even if you are looking at the monitor instead of the webcam. However, it is a good idea to look at the webcam periodically when speaking. When conversing in a video conference, be mindful of interruptions. If everybody on the call is not visible, be sure to say a person's name when asking for a comment or a question. When you do ask a question, be sure to give them a few seconds to respond as they may be muted.

Audio Quality

  • When using our recommended speakerphone, please be sure to keep the device stationary. Moving it will result in it resetting, which may cause some echo or choppy voice.
  • Usually those hearing echo are not the ones causing it. Ask the other participants to check their audio settings to pinpoint who is causing the echo. If you need to attend a call but are causing echo, you can also mute yourself when you are not speaking.
  • When using a headset, try to properly balance the position of the microphone with the microphone volume level. Adjustments can be made by clicking on the Microphone Volume icon on your VidyoDesktop.

Sounds and Movements:  Avoid shuffling papers, moving your speakerphone, or tapping on your desk. If noise will be a distraction, try to mute yourself until your environment is more suitable. You should also avoid any unnecessary movement, particularly front and back as your camera will attempt to refocus to adjust to your change in position. Learn how to be quick with your mute and unmute icons. Also, if your audio devices are set properly, feel free to speak in a normal tone of voice.

How do I reset my password?

To reset your password:

 

Prior to login, click Forgot Password and follow the steps presented.

https://www.openexchangenetworks.com

How do I add contacts to my network?

You can ask other users to join your network by inviting them to connect. If they accept your invitation, they become eligible to meet with you via direct calls or scheduled meetings.  

 

You can invite people to connect from the following areas:

  1. To build your Personal Network, click the Directories tab and enter the person or company in the search box.
  2. Once you open a person’s profile, click Invite to Network.
  3. Or, on the Directories tab you can select the type of firm (Buy Side, Sell side, Corp IR, Misc) and scroll through the firms listed.   Select a firm to see the individual members.

How do I add a person to an in-progress call?

You can add people who were originally not invited to a meeting.

Follow these steps:

  1. During the video call locate the meeting you have joined in the Active Meetings section on the OpenExchange homepage.
  2. Click Invite and enter the name of the person you want to add to the in-progress meeting and click Send Updats.

The person who you added will be sent an email notifying them they have been invited to the meeting. They will also be notified via the OpenExchange interface if they are logged into the application.

How do I start an instant / ad-hoc video call?

OpenExchange provides users with an online calling directory located on the left hand side of your OpenExchange home page. 

Members of this directory are available for direct one-on-one calling when they are online (green).

To call someone directly:

  1. If a contact in your Personal Network is available (green), double-click the name and click Call Now, or click the arrow to the right of the name and then click Call.
  2. Or, click on the Meetings button, then click Call Now to display all contacts who are online and available to call. To change your endpoint, click the default endpoint link next to “I plan to attend the meeting from” in the Call Now box.
  3. Your video client will open on your screen. You will then see the other party join your call. If not, a pop-up will appear noting that the person was not able to receive your call.

How do I use my iPad with OpenExchange?

OPTIMAL REQUIREMENTS

Supported OS

  • iOS version 4.x or later.

Recommended Devices

  • iPhone 5, 4, 4S or iPod touch fourth generation
  • iPad Air, 2, new iPad, iPad mini

Connectivity

  • Your mobile broadband connection (4G recommended) or a Wi-Fi connection.

DOWNLOADING THE FREE VIDYOMOBILE APP

  1. Go to the Apple App Store. (See App Store icon).
  2. Search for “Vidyo” using the App Store search function.
  3. Tap the VidyoMobile icon to install the app as you would for any other iOS application.
  4. Press the home button on your device to exit the App Store.
  5. Open the VidyoMobile app and accept the EULA agreement.  When you reach the log in screen close the app.  (do not enter your OpenExchange username/password here)
  6. Open Safari and go to https://openexchangenetworks.com
  7. If the meeting has started click Join
  8. A pop up message will appear notifying you the site is trying to open a pop-up window.   Click Allow. 
  9. VidyoMobile will now open and enter your screen name (e.g. John Smith) and click Join.  You should now see the other participants.

Note: You will need to turn off your Pop-up blockers.  In iPad settings, go to Settings; Safari; and make sure "Private Browsing" and "Block Pop-ups" are in the OFF setting.

How do I install Cisco Jabber Video?

You can utilize Cisco Jabber Video with OpenExchange.  First check with your firm’s IT Team to see if your company has an enterprise wide Cisco Jabber license.

Based on how you plan to join the OpenExchange video meeting (Guest or as a Registered Member) follow these instructions to enable Jabber. 

  1. Guest
    • At the time of the call you will need to enter your Jabber URI
  2. Member
    • After downloading the client you will need to add the Jabber endpoint to your OpenExchange list of endpoints
    • Click “My Profile"
    • Click “Endpoints”
    • Click Add Endpoint 
    • In the Hardware dropdown select Cisco/Tandberg – Jabber Video/Movi
    • Display name type Jabber
    • URI:  Enter the URI that was given to you by Cisco or your IT Team
    • Model & Max Quality – leave as default
    • Click Save

Jabber Requirements:

Windows
Windows 8,7, Vista, or XP (SP 2 or newer), with:

  • OpenGL 1.2 or newer
  • For 720p HD calls, Intel Core2Duo @ 1.2 GHz or better
  • For VGA calls, Intel Atom @ 1.6 GHz or better
  • Webcam (built-in or external; you'll need an HD webcam for the other side to see you in HD)
  • Broadband Internet connection with a recommended bandwidth of 768 kbps upstream and downstream. A 720p HD call will require approximately 1.2 Mbps upstream and downstream.

Apple Mac
Apple Intel x86 processor computer, running OS X 10.6 (Snow Leopard) or newer, with:

  • For 720p HD calls, Intel Core2Duo @ 1.2 GHz or better
  • For optimal performance, we recommend Intel Core2Duo @ 2 GHz, with 2MB L2 cache per core
  • Webcam (built-in or external; you'll need an HD webcam for the other side to see you in HD)
  • Broadband Internet connection with a recommended bandwidth of 768 kbps upstream and downstream. A 720p HD call will require approximately 1.2 Mbps upstream and downstream.

For more information about Cisco Jabber please visit Cisco's website:  http://www.cisco.com/web/products/voice/jabber.html