# Collaboration tools

# Chat

Instant messaging (or chat) allows users to exchange text messages or files during video calls or group video conferences. You can use chat not only during video calls or conferences, but every time you need to send a message to other users.

If you sign in on a different device, your previous chat history won’t be available.

If your TrueConf Server instance is below v. 5.0, chats will not be synchronised across your devices.

/client/media/chat/en.png

With this messaging platform, you can:

  • Send text messages

  • Edit, forward, and delete text messages

  • [Search for words and phrases] (#search-of-message) within chat messages

  • [share files] [#send-files]

  • Create a conference

All chat messages can be edited. To do it, right-click on a message and select the Edit option. An edited message will be marked as edited (the date of editing will also be specified).

/client/media/time_of_edit/en.png

If you right-click on a message, the following options will be available:

  • Reply

  • Edit

  • Forward

  • Copy

  • Delete

  • Select messages (e.g., you can select multiple messages and delete, copy or forward them in bulk).

Multiple messages can be selected in the same way the text is selected. To do it, left-click on a message and drag the mouse up or down.

Click on the /client/media/gui/more2_button/en.png button in the upper right corner to access the section where you can:

  • View additional information about a user or a group chat

  • Check the list of all sent files

  • Clear chat history

  • Delete a chat (you can also delete it for the other user by marking the corresponding checkbox)

  • Block a contact.

Please be careful when clearing chat history or deleting a chat. This action cannot be reversed. Even if you are added to this chat afterwards, you will not be able to view previous messages because all chat history has been removed.

The same group chat will be used for a virtual room or a recurring conference. It will be synced with the conference.

# Message formatting

To format a message, right-click on the selected text in the input field and in the Formatting option select the correct format: bold, italic, underline, strike-through or use Markdown (opens new window). The following special characters are supported:

**text**— bold

__text__ — italic

~~text~~ — strike-through.

You can also use hotkeys to quickly format a chat message.

# Searching for messages

To find a chat message click the /client/media/gui/magnifying_glass/en.png button which will open an input field. Enter the text in the input field and, as you type, the messages matching your query will be highlighted.

/client/media/search_message/en.png

If multiple messages have been found, you can switch between them with these buttons: /client/media/gui/arr_up_button/en.png and /client/media/gui/arr_down_button/en.png. Right next to these buttons, there is a counter indicating the number of messages that match your query.

# Sending files to a chat

To send files simply drag and drop them to the chat panel. Alternatively, you can click on the paperclip icon on the left side of the input field.

/client/media/chat_attachment/en.png

You can select multiple files by pressing CTRL or clicking on the Add button in the preview window.

/client/media/preview_file_send/en.png

You can also type an additional message in the Description field. This message will be sent together with the files.

If users are not currently online, you can send them an offline message, they will get it immediately when they are online.

The default location of downloaded files is:

  • %USERPROFILE%/Downloads for Windows

  • /home/$USER/Downloads for Linux

  • ~/Downloads/ for macOS

To change the download folder, go to Settings → Preferences → Tools menu in the application window. Then click the /client/media/gui/file_save_button/en.png button in the File Transfer section and specify the required folder.

/client/media/file_save_path/en.png

If you want to open the files sent to the chat, click on the /client/media/gui/more2_button/en.png button and choose Files.

# Group chats

To create a group chat, select the Chats option. Then, click on the /client/media/gui/add_button2/en.png button, enter the chat name, and upload the chat avatar (optional). Then click on the Create button. In the pop-up window you can select and add participants to the chat from your address book.

The owner of a group chat can change its title (1) and avatar (2). To do it, click the /client/media/gui/more2_button/en.png button and go to the Information section.

/client/media/info_of_chat/en.png

In the Information menu, you can configure additional chat settings:

  1. Message formatting

  2. Visibility of chat history for new participants

/client/media/additional_chat_configuration/en.png

The owner of a group chat can give moderator rights to other chat participants; it is also possible to fully transfer chat ownership. To do it, click on the /client/media/gui/chat_participants_button/en.png button and right-click on the selected participant. Choose Appoint as moderator or Appoint as owner. The moderator can add or delete participants, appoint new moderators, delete messages, change the chat name and select a new chat avatar. The chat owner will be marked with this icon /client/media/gui/owner_star/en.png. The moderators (if there are any) will be marked with /client/media/gui/moderator_star/en.png.

/client/media/setting_chat_admins/en.png

# Hotkeys

These hotkeys are available only in the Chats window. To view other hotkeys, please check the settings.

Up and down arrows will later be referred to as and .

If you are using macOS, press ⌘ (Command) instead of Ctrl .

# Formatting selected text

  • Ctrl + B — bold

  • Ctrl + I — italic

  • Ctrl + U — underline

  • Ctrl + Shift + X — strike-through

  • Ctrl + Shift + N — clear formatting

# For chats

  • Alt + ↓, Ctrl + Tab, Ctrl + PageDown — switch to the previous chat

  • Alt + ↑, Ctrl + Shift + Tab, Ctrl + PageUp — switch to the next chat

  • Esc — leave the chat or undo the current action.

# For messages

  • Ctrl + ↑ and Ctrl + ↓ — select a message for a quick reply

  • Ctrl + ↓ — cancel the reply

  • — edit the last message

  • Del — delete selected messages.

# In the chat list

These hotkeys work only if no chats are opened.

  • and — navigation

  • Enter — open the selected chat.

# Conference recordings

If other participants allow, you can record your conferences.

# How to record video conferences

During a call or conference, click on the button /client/media/gui/conference_tools_button/en.png and choose Video recording. In the pop-up window, click /client/media/gui/record_object_button/en.png in the upper left corner to select the recording source, specify the conference participants you want to record (all, only yourself or someone else) and click /client/media/gui/record_button/en.png.

/client/media/record/en.png

Each recorded conference participant will see the icon /client/media/gui/recording_icon/en.png in the upper left corner of their video window.

In this case, the user who is recording the meeting will see the button /client/media/gui/recording_button/en.png at the bottom of the video window. Click on this icon to open the conference recording window.

If you are recording a video call or a conference from your client application and want to include the content being shared during the meeting in your video recording, use the Screen sharing tool. Share your screen or a separate application window. The shared content will immediately appear in the recording instead of your webcam video.

# How to configure permissions for conference recording

Each participant can configure permissions for conference recording individually (to do it, proceed to Settings → Preferences → Tools → Video Recording, Who can record me field in your client application).

/client/media/record_settings/en.png

Possible settings options:

  • Nobody. Your video window cannot be recorded.

  • Ask me each time. Before recording starts, a conference participant will get the following request:

/client/media/recording_permission/en.png

If granted, the permission cannot be revoked. Recording will stop only when you leave the conference.

  • Users from my Address Book. Automatic recording of your video window is allowed for your address book contacts, while other users will have to ask for permission.

  • Everyone. Automatic recording of your video window is allowed for everybody.

# How to find conference recordings

By default, video conference recordings are saved in .mp4 format to the Videos folder on your PC. This folder can be found in your profile folder by following the path given in the Video Recording section, Settings → Preferences → Tools.

/client/media/recording_storage/en.png

# Selecting recording options

You can record video conferences in different formats and with different parameters. By default, recordings use .mp4 format, but you can choose another one in the available formats: .avi, .mkv, .webm. You can also change the video recording resolution, but keep in mind that the maximum resolution depends on your computer performance and may vary from device to device.

If you uncheck the Show participants' names in the recording box, the recording will not contain user names.

# How to watch conference recordings

To view a conference recording, go to the Video records section in the main menu and click on the selected video. You can also right-click on the video to open the containing folder and delete the file.

/client/media/video_records/en.png

# How the owner can download the conference recording saved on the server

The administrator can record all conferences hosted on your TrueConf Server. Unlike a recording made in TrueConf client applications, the recording made on the server side will have the layout with all presenters regardless of the permissions in the users’ client applications. This recording can be made automatically or by the conference owner’s request. In the second case, you will need to check the Enable conference recording box in the Recording section which is in the Advanced tab. You will need to do it when creating a conference.

/client/media/enable_conf_recordnig/en.png

To download the recording of a conference where you are the owner, go to the Conferences section by clicking on the /client/media/gui/conference_button/en.png button. Then, click on the selected conference or a virtual room. In the new menu, click on the Download recording button.

Please note that this feature is available only if the administrator has marked the corresponding checkbox on TrueConf Server.

/client/media/download_configured_conf_record/en.png

If there are multiple recordings of a conference, the Conference recordings button will be displayed instead of Download recording. If you click on this button, you will see the list of available recordings.To download the selected recording, click on the /client/media/gui/upload_conference_rec_from_list/en.png button.

/client/media/conference_records_list/en.png

# Slideshow

During video conferences, participants can not only hear and see each other, but also share content or show slides.

Importing slideshows from ppt and pptx files is available only in TrueConf for Windows and requires Microsoft PowerPoint preinstalled on your computer.

TrueConf for Android for Android and iOS users can share content instead.

# Supported formats

You can import slideshows in the following formats: ppt, pptx, slides and pdf file pages.

You can also create a slideshow from your pictures right in the application or add some pictures to the list of the slides imported from a slideshow or a PDF file. For images, you can use jpeg, png, gif formats.

# How to show slides

During a call, click on the /client/media/gui/share_content_button/en.png button in the meeting control panel. Go to the Slideshow tab. Here, you can check the Share audio box. In this case, you can show slides and stream audio from your OS at the same time.

Please note that the audio will be streamed from your OS and not from the slideshow. Your presentation can be accompanied by the background audio from any other application. You can activate audio streaming when the slideshow has already started. To do it, click on the /client/media/gui/share_content_button/en.png button. In the new window, check the Share audio box. Audio streaming is also available when sharing content. This feature can be enabled in the same way.

To add a new slideshow, click on the Create a slideshow, enter its title in the input field, and click on the Create. Next, the slideshow will be opened in the editing mode:

/client/media/presentation/en.png
  1. Slideshow description

  2. In this menu, you can:

    • Rename the slideshow

    • Save the slideshow locally on your computer with .slides extension

    • Delete the slideshow

3. Selected slide preview

4. List of slides

5. Adding files to the list

6. Pasting a file from the clipboard

7. Moving files up and down on the list (you can drag files to change their order)

8. Removing slide

9. Starting the slideshow (available only when the conference is ongoing)

After adding images to your slideshow, click Start to start sharing the slides.

To make your slides visible for SIP/H.323 endpoints, switch BFCP and H.239 protocols on the server. To learn how to do it, read our article.

# How to upload and save a slideshow

In the menu, select Slideshows to create a new slideshow, import slides from a previously saved one (in .slides format) and open a PDF file.

/client/media/presentation_menu/en.png

Click Create a slideshow, enter its name and add slides to the list. You can now use the slideshow in a conference.

Exit edit mode by clicking /client/media/gui/arrow_back_button/en.png at the top of the application. You now have the list of all slideshows you've added:

/client/media/presentation_added/en.png

You can edit the slides, save them locally on your device and show them during a conference.

# Opening a PDF file

# Preliminary settings

This setting is only available in TrueConf for Windows.

TrueConf client applications for Linux and macOS use the system libraries to work with PDF files. If you have any problems or questions related to this feature, please contact our technical support.

To use PDF files, you must have the Ghostscript plugin installed in the system.

If the TrueConf Server administrator has configured all the required settings, the /client/media/gui/open_pdf_button/en.png button will be displayed in the Slideshows section of the main menu.

If there is no button for importing PDF files, you can configure this feature. To do it, take the following steps:

  1. Contact TrueConf technical support and request the archive with pre-compiled Ghostscript libraries.

  2. Unpack the archive.

  3. Copy the file for your OS (GSDLL64.dll for 64-bit version and GSDLL32.dll for 32-bit version) to the %localappdata%\TrueConf\Clientpath.

  4. Rename the file to gs.dll.

# PDF file import

To import PDF file pages into a slideshow, click on the button /client/media/gui/open_pdf_button/en.png when creating it.

If the administrator had configured all the required settings on the server side, but the plugin is not installed, you will see the Framework settings pop-up when trying to import a file. Click on the Install button to automatically download the plugin.

The plugin is installed from your video conferencing server. If there is any download problem, please contact your server administrator.

# Content sharing

During conferences and video calls, you can share your screen or separate windows (including browsers) from TrueConf client application.

Your content will be visible to all conference participants connected via TrueConf client applications and browsers (using WebRTC technology). Besides, the content shared during the conference can also be recorded for future reference.

Only maximized windows are correctly displayed during content sharing. Minimized windows will not be shared.

To switch to sharing content during a video call or group conference, click on the button /client/media/gui/share_content_button/en.png in the control panel.

In the new menu, select the screen or application window that you want to share. If you want to stream audio, check the Share audio box. Next, click on the Start sharing button.

When you will be sharing content, audio will be streamed from the OS and not from the selected window. As a result, the content will be accompanied by the background audio from other applications. Audio streaming can be activated when content sharing has already started. To do it, click on the /client/media/gui/share_content_button/en.png button. Then, check the Share audio box. This feature is also available during a slideshow. It can be activated in the same way.

/client/media/share_content/en.png

After that the application window will be minimized and the control panel will appear in the right bottom corner of the screen. This window will be displayed on top of all windows during the whole sharing period. Other conference participants will see your self-view video instead.

/client/media/content_sharing_window/en.png

The content control window contains the following elements:

  • The shared screen/application name is located in the window title

  • /client/media/gui/view_content/hide/en.png button to minimize/expand the widget
  • /client/media/gui/view_content/move/en.png area to move the widget
  • /client/media/gui/view_content/end/en.png button to disable content sharing: the minimized application window is maximized in one click
  • /client/media/gui/view_content/mode/en.png button to set up content sharing: select the source and self-view settings
  • /client/media/gui/view_content/video/en.png button to select an image to be shown in the preview area (available only when the screen is shared)
  • /client/media/gui/view_content/control/en.png button to view the list of participants who gained [remote control over your desktop](#desktop-control-settings) during a conference (here you can disable this option)
  • /client/media/gui/view_content/more/en.png button to switch to the additional conference controls

By clicking on the button /client/media/gui/view_content/mode/en.png and selecting Show my video and content in separate windows, you can share content with conference participants as a separate stream. This way, the shared content can be viewed on third-party video conferencing endpoints (via BFCP/H.239 protocols).

# Sharing multiple screens

During a meeting, multiple speakers may share their screen or separate application windows. In this case, participants have a useful option to switch between the screens or move the video window to an additional monitor so that they don't miss a single detail.

/client/media/simultaneous_content_sharing/en.png

# How to switch between multiple contents and slideshows

If multiple participants simultaneously start content sharing or a slideshow in a separate window, you can select the stream that you want to see. To do it, take the following steps:

  1. Hover the mouse over the video window with the shared content and click on the /client/media/gui/switch_presentations/en.png button which will be displayed on the right:
/client/media/presentation_switch_button/en.png
  1. In the context menu, select the name of the user whose content you want to see:
/client/media/presentation_switch_context_menu/en.png

The All option is selected by default. In this case, every time an image is changed in a media stream shared in one of the windows (e.g., when a slide is changed or when a participant starts sharing different content), the corresponding content will be automatically spotlighted.

# Remote desktop control

During video meetings, you can take control over the desktop of the participant who is sharing content.

To this end, click on the mouse icon /client/media/gui/mouse/en.png at the right edge of its video window.

After you have been allowed to control the desktop, the control panel will appear in the upper-right corner of the video window:

/client/media/desktop_control/en.png
  1. Collapse / expand the panel

  2. Finish the remote control session

  3. Keyboard input emulation

  4. Display remote desktop control window in full screen.

The remote control of a participant desktop may be unavailable if this feature was disabled for this participant on the side of TrueConf Server.

# Configuring access to your remote desktop

You can set up remote desktop control policies in the client application settings: enable all users in your address book to access your remote desktop, disable users to access your remote desktop, or enable users to access your remote desktop on request.

To do so, go to Settings → Preferences → Tools and choose a corresponding option in the Who can access my desktop field.

/client/media/preferences_conference/en.png

Ask me each time is a default setting; by selecting this option, you will be notified when someone tries to access your desktop control:

/client/media/request_desktop_control/en.png

The notification will be visible for 100 seconds after which the user who has requested access will see the following message:

/client/media/timeout/en.png

# Can multiple meeting participants take control over your desktop simultaneously?

Several conference participants can request access to control your desktop. In this case, the button /client/media/gui/view_content/control/en.png will become active in the content control window.

Click on this button to grant access to one or several participants, or deny requests:

/client/media/access_desktop_control/en.png

# PTZ camera control

During conferences, you can rotate and zoom users' PTZ cameras (including cameras of video conferencing endpoints).

You can control conference participants' PTZ cameras only if you are a conference moderator.

# How to manage access to my camera

By default, PTZ camera control is available on request. This means that if you attempt to control a camera, its owner will see the notification about the request to take control of their camera.

/client/media/control_ptz/en.png

In client application settings, you can disable this option. You can prohibit sending requests (thereby making your camera unavailable for external control) or allow all users to access your camera in one click without having to ask for permission.

To do this, go to Settings → Audio and Video → PTZ camera control, choose one of three options under Who can control my PTZ camera heading: Ask me each time, Everyone or Nobody.

/client/media/control_ptz_settings/en.png

# How to control other users' cameras

To control the camera, click on the button /client/media/gui/control_ptz/en.png in the user's video window or right-click on the video window and select Control camera in the pop-up menu.

If a user enabled Ask me each time in camera control settings, the application will prompt you to send such a request. The user will receive a notification about your request.

After you have been granted access, the camera control panel will appear in the center of your video window.

/client/media/cam_nav/en.png

When closing the panel, click on the button /client/media/gui/control_ptz/en.png in the user's video window to return the camera control window.

# How to control my own PTZ camera

If you have selected a PTZ camera in the client application, the /client/media/gui/control_ptz/en.png icon will appear in the corner of your video window. By clicking on this icon, you will open the camera control panel.