Dokumentation Zimbra Talk User Manual - collaboration.vnc.biz · Zimbra Talk User Manual 1Introduction Zimbra Talk is a specialized application for realtime communication services,

Dokumentation

Zimbra Talk User Manualfor VNC customers

April 11, 2017

Version 1.0.1

Contents1 Introduction 1

2 How to activate the Zimlet 2

3 Configuration 43.1 Individual Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

4 How is Zimbra Talk used? 64.1 Which benefits does the Zimlet provide? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64.2 Where are version information provided? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64.3 How to use the Zimlet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

4.3.1 First steps - The interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74.3.2 Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84.3.3 Favorite lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84.3.4 Control panel on the left . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

5 Textchat 115.1 Conversation between two users(1:1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115.2 Textchat Conference(1:n) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

5.2.1 Creating a chatroom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125.2.2 Public chatrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135.2.3 Private Chatrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

6 Video Conferencing 166.1 How to start a video conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

6.1.1 Add participants to a video conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166.1.2 Start a video conference from the text chat or the contact list . . . . . . . . . . . . . . . . . . 17

6.2 Video conference functionalities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196.2.1 Settings and displays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196.2.2 Muting and unmuting the microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226.2.3 Switch video transmission on / off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226.2.4 Document collaboration (Etherpad) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236.2.5 Screensharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246.2.6 Full screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266.2.7 Show and hide participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276.2.8 Change your own display name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

6.3 Moderators rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286.3.1 Startup Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286.3.2 Follow Me . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296.3.3 Lock / unlock the room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296.3.4 Kick out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316.3.5 Mute . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

7 File transfer 337.1 Sending file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337.2 Receive files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Zimbra Talk User Manual

1 IntroductionZimbra Talk is a specialized application for realtime communication services, which is used via the ”Zimbra TalkZimlet”, installed in a Zimbra Collaboration SUite” environment.The Zimbra Talk Zimlet provides the user services as textchat, videoconferencing as well as online document col-laboration.

Zimbra Talk provides the employees of your company the opportunity to interact, communicate & collaboratemore efficiently using the Zimbra-UI without installing any additional Software on client side. The only precondi-tion for the users, is a modern Web-Browser, such as Google Chrome, to use Zimbra Talk to the full extend. Thecommunication between users is, thanks to TLS-encryption, secure as well.

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2 How to activate the ZimletThe figures 2.1 to 2.4 illustrate all necessary steps, to activate the _Zimbra Talk Zimlet_ on clientside.

Figure 2.1: Select Preferences in the Zimbra toolbar.

Figure 2.2: Navigate to Zimlets and activate the Zimlet via checkbox.

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Figure 2.3: Apply by clicking the Save button in the top-left corner of the toolbar.

Figure 2.4: Click Yes to reload the application afterwards and the Zimlet becomes available.

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3 ConfigurationConfiguration of the Zimbra Talk Zimlet

Before using the ”Zimbra Talk Zimlet” for the first time, the system administrator has to configure the Zimlet byproviding all necessary information. Please contact VNC or Synacor in regards to the ”Installation Guide”.

This part only targets users, which want to use an additional, external 3rd party XMPP-client in conjunction withZimbra Talk. In case you want to use Zimbra Talk exclusively via Web-client, the next part can be ignored

The priorities for the Zimbra Talk Webclient can be set as illustrated in figure3. Note: The highest prioritizedxmpp-client will receive the communication events(chat messages, conference invitations, etc.), in case multipleclients are active on the user’s clientsystem.

After modifying the priotity values, aplly the changes by pressing the ”OK” button. Remark: VNC does not provideany support for 3rd party XMPP-clients.

3.1 Individual SettingsThe user can modify the Zimbra Talk client’s preferences to suit its personal needs (figure 3.1). The user has thefollowing options:

• Profile picture: The user can, by clicking on the avatar placeholder, browse through the local filesand selectan image as profile picture, which is then shown to other users as his contact avatar.

• My status: Shows the remote contacts the user’s current state. The user can select between Available, Away,Busy and Offline. All states are associated with different colors, which are displayed in the contact lists aswell.

• Show Recent: Activate/deactivate to show/hide the list of recent activities in the left panel.

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3.1. INDIVIDUAL SETTINGS Zimbra Talk User Manual

Figure 3.1: Settings: Set your avatar and online status

• Play Sounds: The user can enable or disable the Zimbra Talk notification sounds on his behalf.

• Volume: To adjust the volume of the notification sounds.

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4 How is Zimbra Talk used?4.1 Which benefits does the Zimlet provide?Zimbra Talk offers these functionalities to the user:

• Chat: 1on1 or in a conference with multiple participants.

• Videoconferencing: 1on1 or in a conference with multiple participants.

• Filetransfer: Users can exchange files.

• Favoritenlisten: Fast access to frequently used contacts. The Favorites can be automatically generated onserver side for the user as well.

• Kontakte: Add & remove contacts to/from Favorites.

When paticipating in a video conference, the user has the following options:

• Moderation:

◦ The owner of a video conference can mute other participants, kick out participants from the conferenceas well as securing the conference room against unwanted access by setting a passwort, for whichpotential participants are promptend when attempting to join the conference.

◦ Participants can disable/reanable their own microphone and camera at any time.Note: Participants muted by the moderator, can only reactivate their microphone by themselves.

◦ The Moderator can define the sarting conditions(enabled/disabled) for camara & microphone for allusers joining the video conference.

• Screensharing: Users can show their screens to other participants of the video conference.Note: In order to use the screensharing functionality, the user has to install the Zimbra-talk Web-Browserextension, which also requires the whitelisting of the talk server’s domain up front.

• Realtime document collaboration and editing: Users can work on the same document simultaniously, whileevery user is associated with a different Color. The collaborative documents created this way can be exportedto different file formats afterwards.

4.2 Where are version information provided?to gather information and further documentation on the current version of the Zimbra Talk Zimlet running, navigateto the Zimlets section in the left pane of the Zimbra Web-client’s Mail tab and click on Zimbra Talk Zimlet.Figure 4.1 shows the open Zimlet information popup window containing version information, link to Change Logand Documentation. Clicking on the rider Configuration allows to

• set whether the Zimlet should auto login on startup or manually by clicking the Contact list button in thelower right corner of the ZWC.

• set the Zimlet client’s priorities as explained in section 3

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4.3. HOW TO USE THE ZIMLET Zimbra Talk User Manual

Figure 4.1: The Zimbra Talk Zimlet’s Information Window

4.3 How to use the Zimletthis section provides an overview and a brief description on the Zimbra Talk Window. To access this view, open theZimbra Talk tab (figure 4.2).

4.3.1 First steps - The interface

Figure 4.2: Overview of the Zimbra Talk Zimlet window.

The contact list is located on the right side of the ”Zimbra Talk Zimlet” window (figure 4.3). It opens, when clickingthe button in the lower right corner, listing the contacts currently online.The contact list contains all available users and their status, indicated by the respective colors, as well as yourpersonal favorite list. How to change your own status, is shown in figure 3.1 on page 5.When All is selected as display option, offline users are shown as well.

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Figure 4.3: Zimbra Talk contact list

4.3.2 Contacts

Contacts can be found by opening the tab Contacts and start searching for specific users. The search result list ofpotential candidates autocompletes as you type.Chats and video conferences can also be started directly from picking a contact from the search results, withoutthe need of adding it to the favorites first (figure 4.4).

Figure 4.4: Add a new contact to your favorite list

4.3.3 Favorite lists

In case automated contact lists are disabled by server configuration and manual favorite list management is enabled,the user can for a better overview assemble a favorite list with individiual groups to add contacts with whom theusers frequently communicates. Every user starts with an empty favorite list, that can be filled up individually withgroups and users. Favorite lists can be filled up

• by switching from the Favorites tab (star symbol) to the Contacts tab (symbol showing two persons): Now

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search for a contact and add it from the search results to your favorites.

• directly via the list menu of an existing favorite group, which allows the user to search for and add a newcontacts directly to that group.

Note: Favorites are not persistant, if automated contact lists are activated. The favorite lists are reset on regularbases in that case, since they are managed by the server.

Figure 4.5: A user is looked up and added via detail view to a favorite list.

The group menu on the right side of a favorite group (figure 4.6) can be used to

• add contacts to the group

• rename or delete that group

• invite all group members to a groupchat or video conference.

Figure 4.6: Actions available in group menu

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4.3.4 Control panel on the left

The left side control panel (Figure 4.7) contains

• the button New Chatroom: Opens a dialog window to create a new chat conference.

• the Recent section, that displays the users last conversations, no matter if text or video. Clicking on an itemin that list, will reopen the respective chat/conference again.

• Public Chat Rooms: The list of currently open public chatrooms.

Both lists can be hidden by clicking on the arrow symbol.

Figure 4.7: The left side panel

Right of the New Chatroom button, are two more buttons available:

• New Call: Opens a dialog window to create a new video conference.

• More: Allows you to join a group chat or video conference.

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5 Textchat5.1 Conversation between two users(1:1)Zimbra Talk enables the users to perform an 1:1 textchat. When the contact list is closed, the user has the numberof favorite list contacts displayed, which are currently online. Clicking on the symbol, opens the contact list, listingthe users favorites and their current status.To engage in a chat with another user, a chat window must be opened by clicking on the ”speech baloon” icon ordirectly on the respective user name.

Figure 5.1: Favorite list: contains two users, one of them online.

Figure 5.2: 1:1 chat: the chat history is loaded automatically

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5.2. TEXTCHAT CONFERENCE(1:N) Zimbra Talk User Manual

5.2 Textchat Conference(1:n)Zimbra Talk also allows to engage in 1:n Chats, so called Chat conferences using conference rooms.There are two types of conference rooms in Zimbra Talk:

• Public: These chatrooms are listed in the left panel in section Public Chat Rooms until these are closed by themoderator.

• Private: Every user can create a private chatroom and invite other users. In case a user knows a private room’stitle, this user can join the private chatroom, even when he/she has not been invited explicitely, if the privateroom is not locked by the room’s moderator.

5.2.1 Creating a chatroom

Chatrooms can be created by clicking on the button New Chatroom in the top-left corner of the Zimbra Talk window.This opens the New chat configuration window, where the user can add contacts and set the chatroom specificpreferences (Figure 5.3).

Figure 5.3: ”New Chat” configuration window

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Figure 5.4: A new chatroom has been created.

5.2.2 Public chatrooms

Newly created chatrooms are per default set to private. To create a new public chatroom, the switch Hide chatroomfrom public display must be explicitely deactivated.

Public chatrooms are listed in the left side panel and can be entered by clicking on the respectiv epublich chatroom’sname.

Figure 5.5: To join a public chatroom, click on its name

A public chatroom can be directly created for a group in the favorite list, as illustrated in figure 5.2. Doing so, willinvite all groups members to join that chatroom, while the name of the chatroom will be automatically set to the

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groupname. Rooms created this way are created as public chatrooms.

Figure 5.6: A new chatroom is created via favorite group menu.

5.2.3 Private Chatrooms

Private chatrooms are created by clicking the button New Chatroom in the top-left corner of the Zimbra Talk window.After clicking, the New chat configuration window opens to invite contacts and set the chatroom’s preferences(figure 5.7).To create a private room, instead of a public one, the switch Hide chatroom from public display must be set to ”ON”,which is the default setting. Now users who do not know the chatroom’s name, are not able to join the room, sinceprivate rooms are not publically listed.

Figure 5.7: The configuration to create a private chatroom

To enter a private room without beeing invited, a user can click on the button More an select from the openingdropdown menu Join Groupchat. Now the user has to enter the name of the particuliar chatroom he wants to join(figure 5.8).

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Figure 5.8: Menu to join an existing chatroom

The chatroom is now displayed in the left panel section ”Recent”, as shown in figure 5.9. In case no name has beengiven, the room has the name of the user who created it. In case the moderator renames the room later on, thenew name will be displayed in the Recent list from that moment on.

Figure 5.9: The created chatroom is listed in ”Recent”.

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6 Video Conferencing6.1 How to start a video conferenceThere are several ways to start a video conference in Zimbra Talk:

• Using the New call functionality

• out of a text chat

• out of a group chat

6.1.1 Add participants to a video conference

The New Call functionality is avery comfortable way to start a video conference. To start a video conference, clickon the Zimbra Talk Tab in the Zimbra Bar at the top of your screen.

Figure 6.1: Click on the Zimbra Talk Tab.

Figure 6.2: Then click on the New Call button to open the configuration window.

Here you can add the participants you want to invite. A list with participant suggestions will enroll after you typedfour letters of the name. Then you can name your video conference and copy the conference link, for example toinvide external users without Zimbra account.

Figure 6.3: You can see the configuration window

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6.1. HOW TO START A VIDEO CONFERENCE Zimbra Talk User Manual

Figure 6.4: A successfully started video conference.

6.1.2 Start a video conference from the text chat or the contact list

There are several ways to start a video conference from a text chat or contact list:

• start video call via contact list

• start video call via 1:1 chat

• start video call via favourite list

• start video call via 1:n chat.

You can see the different ways in figure 6.5.

Figure 6.5: You have several options to start a video conference. OPtion a shows how to start a call from text chatand contact list, option b shows how to start a conference from group chat or favourite lists.

The invited user get a green notification at the top of his Zimbra environment which he can accept or decline. Ifthe user accepts the invitation, the video conference will start.

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6.1. HOW TO START A VIDEO CONFERENCE Zimbra Talk User Manual

Figure 6.6: Notification about the invitation

Figure 6.7: If the invitation is declined, the owner of the conference will get a notification via chat.

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6.2. VIDEO CONFERENCE FUNCTIONALITIES Zimbra Talk User Manual

6.2 Video conference functionalitiesTo use the different video conference functionalities, please move your mouse cursor to the upper part of the videoconference window, see figure 6.8. Now the configuration bar is visible.

Figure 6.8: If you move your mouse cursor to the edges of the conference window, menu bars will appear.

6.2.1 Settings and displays

With this menu bars you can change different settings (figureAbbildung 6.9), for example:

• Language

• Camera

• Mikrophone

• audio output

as well as several start options for the owner (moderator) of the conference, for example whether the cameras andmicrophones are turned on orr off when starting the conference. Only the owner of the conference have moderatorsrights.

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Figure 6.9: On the left side different settings can be selected, e.g. which camera and microphone are used.

Figure 6.10: The preview images show several details, e.g. who ans enabled or disabled microphone or camera,the owner of the conferende or the transmission rates.

• The blue button with the signal strength symbol shows the transmission rates. To show detailed information,the button has to be toggled.

• The speaker icon indicates the current speaker.

• The blue dots on the left side of the preview image indicate the microphone’s current volume. When themicrophone is too quiet, or too far away from the speaker, only one dot is displayed. When the voice is loudand clear, five dots are displayed.

• The buttons forMicrophone and Camera are displayed in the lower left part of the preview window. If someonedisables his microphone, a crossed out microphone icon is displayed for all users. If a camera is disabled, allusers see a crossed out camera icon.

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• The Star on the lower right edge shows the owner of the conference for all users. The person with the staricon has moderators rights and can e.g. kick out people.

• Clicking the Arrow icon on the right side next to the preview windows can hide or display the preview, see(Figure 6.11).

Figure 6.11: With the small arrows the preview windows can be hidden

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6.2.2 Muting and unmuting the microphone

The sound transmission can be switched on and off at will. To do this, click on the microphone icon in the topmenu bar. You and the other attendees of the conference see a crossed microphone symbol that shows you havedeactivated your sound transmission. You can see this by the blue underlined microphone in the upper bar and inthe lower right of the preview image. To resume sound transmission, simply click on the icon again.

Figure 6.12: The settings bar with the Mute button

6.2.3 Switch video transmission on / off

Like the microphone, you can also turn the camera on and off. Again, a deactivated device with a blue underlinedsymbol is shown as well as in the preview image with a crossed camera.

Figure 6.13: Shows the settings bar with the Start/Stop Camera button.

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6.2.4 Document collaboration (Etherpad)

Zimbra Talk provides a web-based, collaborative real-time text editor based on Etherpad. Figure 6.14 shows, howto start the text editor in Zimbra Talk.

Figure 6.14: The Shared Document button in der configuration bar.

After you have opened the document editor, you can switch between the editor and the video conferencing byrepeatedly clicking the shared document button.

Figure 6.15 shows the start display of the document editor. You can also see the users connected to the conferenceon the right hand side of the shared document’s contact list. A text color is assigned to each of these participantsin order to be able to assign the text modules to the respective participant. The text color can be changed in theupper right corner by clicking on the user symbol. (Figure 6.15).

All participants can now edit the document in real time. The known formatting options (for example, italic, bold,etc.) are available. (Figure 6.16).

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Figure 6.15: Displays the Etherpad window with the participants and their assigned or selected colors on the rightside. This button also allows you to change your own color in the Etherpad.

Figure 6.16: Some settings to edit the text (left side) and export it as a file or to view the processing history (rightside).

6.2.5 Screensharing

Please note! For screen sharing your browser requires the plugin Zimbra Talk Screensharing. If you have not alreadyinstalled the plugin, you will see a message in the Zimbra environment:

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Figure 6.17: Warning message when plugin is missing and installation link

Figure 6.18: The position of the Share Screen button in the settings bar.

You have the option to decide which part of your screen you want to share with the conference participants: Youcan share the entire screen as well as individual application windows.

Figure 6.19: The settings fot the Share Screen functionality. Select a window, which you want to share with otherconference participants. Confirm by clicking on Share

After you have shared the screen, the conference attendees can see the part of your screen that you have shared.

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Figure 6.20: The screen sharing is active now. To end the screen sharing, click on Stop sharing at the lower edgeof your conference screen.

6.2.6 Full screen

Figure 6.21: You can find the Full screen button on the right side of the settings bar.

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Figure 6.22: The screen in full screen mode. Exit the mode by pressing the ESC key on your keyboard or the buttonin the top menu bar.

6.2.7 Show and hide participants

Figure 6.23: The button for opening and closing the participant list is located at the upper left edge.

6.2.8 Change your own display name

Users can change their own name in the conference.

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6.3. MODERATORS RIGHTS Zimbra Talk User Manual

Figure 6.24: Click on your name in the middle of the preview window to change your display name.

6.3 Moderators rightsThe current owner of a conference has more rights than the other participants. The owner of the conference isindicated by a small star symbol in the lower right corner of the video preview. The moderator’s rights include

• The blocking of a conference for further participants by setting a password

• muting other participants

• The possibility to use the kickout functionality to kick selected persons out of the conference

Figure 6.25: The asterisk symbol indicates the owner of the conference.

6.3.1 Startup Settings

The leader of the conference has moderator rights and can determine whether the attendees enter the confer-ence with the microphone deactivated and / or the camera deactivated. This decision can be reversed later, seesection 6.3.5

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Figure 6.26: The conference manager determines whether the participants start with the microphone and/or cam-era turned on or off.

6.3.2 Follow Me

In the normal case, the camera participants rotate in the conference so that the current speaker is placed on the bigscreen. The Follow Me function permanently sets the conference manager to large picture and all other participantsremain in the preview mode.

Figure 6.27: With the Follow Me functionality the conference owner is always placed on the main screen

6.3.3 Lock / unlock the room

With this function it is possible to provide the room with a password and thus prevent others from accessing thevideo conference. To do this, go to the Share Link button and set a password in the window that has opened; Thenclick Add.

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Figure 6.28: The Lock room button and the text field for the password.

If you have set the password, you can end the dialog. You can also remove the password from the same path.

Figure 6.29: When you have confirmed the password, you can close the dialog box using OK.

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Figure 6.30: After clicking ”Done” the room is locked and is displayed to you as a locked room.

Teilnehmer, die der Videokonferz ab jetzt beitreten wollen, erhalten eine Passwortabfrage (Figure 6.31).

Figure 6.31: A notification will appear if the password entered is incorrect.

6.3.4 Kick out

The conference owner can remove other users from the conference by clicking on the Kick out button: Figure 6.32).

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Figure 6.32: The small Kick out can be found in the upper right corner of the user’s video preview.

6.3.5 Mute

With the Mute button the owner of the conference can disable other user’s microphones.The moderator himself can not reactivate the microphone of the participant muted by the moderator, or partici-pants who have already deactivated their microphone themselves.

Figure 6.33: Mute button

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7 File transferZimbra Talk allows its users to send files. It is possible to send a file in the 1:1 textchat as well as from a 1:ntextchat conference to all participating users. The sections 7.1 and 7.2 explain how to start a data exchange andhow to save a received file.

7.1 Sending file

Figure 7.1: Start a 1:1 textchat and click on the office clip icon.

Figure 7.2: Locate the desired file in the dialog box and click Open

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7.2. RECEIVE FILES Zimbra Talk User Manual

Figure 7.3: A notification window opens, informing you about the started file transfer.

7.2 Receive filesOther users can send files to you. You will be notified of this in your Zimbra user interface with a green message.

Figure 7.4: The user receives a file transfer request.

Figure 7.5: The user is prompted to specify the location of the file before the file transfer can start.(Depending onthe browser settings.)

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7.2. RECEIVE FILES Zimbra Talk User Manual

Figure 7.6: The user is also notified about the succesful file transfer.

Note:The Save to VNCsafe option is only available if the VNCsafe-zimlet has been activated and configured for thecorresponding account.

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Documents

Dokumentation Zimbra Talk User Manual - collaboration.vnc.biz · Zimbra Talk User Manual 1Introduction Zimbra Talk is a specialized application for realtime communication services,