Video Conference General Information

Tips from the latest news letter - Feb 2004
Using PowerPoint in Video Conference Calls

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A number of systems provide users with the ability to show a PowerPoint presentation over their video conference system. We have been asked to produce a set of guidelines for a number of customers on what to do and what not to do with PowerPoint.

Presentation Guide for Video Conferencing

1. Only use a PowerPoint slide or other PC graphic if it is really going to enhance your presentation. Don't use PowerPoint as a replacement for your own notes. Graphics, graphs and headings are fine but try and avoid slides with just bullet points.
2. Text should be at least 24 point - bigger if possible.
3. Backgrounds should be as plain as possible without loosing your identity completely.
4. Page numbers, headers and footers are too small to be read - delete them.
5. Use a pastel background - blue or green works well. The lighter the colour the better but not white as it tends to glare.
6. Use a dark coloured text such as navy.
7. Avoid using glary colours such as bright orange on charts. Pastels work best as long as they are a contrast to the background colour.
8. Don't put anything too close to the edge of the slide as some systems loose the edges when they are converted.
9. If your far end has a single screen then they may have a small 'picture in picture' in the screen. You can design slides with the bottom right corner blank but it is easier to ask the far end to turn off the 'picture in picture'. Most systems have the ability to rotate the 'picture in picture' around the screen but those that don't usually have it fixed in the bottom right corner.
10. If you are using a method where the image of you is lost, return to your image at regular intervals so you maintain eye-to-eye contact with your audience.
11. Practice operating the system beforehand so your can easily manipulate the image seen at each end during the conference.

Don't forget Video Conference Services Limited run both end user and presentation skills training. Costs from just £35* per person (based on 6 people). Contact Liz Helyer on +44 1344 306376 for details or email info@vcs-ltd.com *price excludes VAT

How does it work?
There are two main ways that you can show computer based information in a video conference call. Which you use will depend on the hardware you and your far end site have.

Showing the PC screen as a video source
This basically means that instead of the far end seeing you they see what ever is on your PC screen. Most systems have the ability to do this but some basic systems will require a separate box called a scan converter to change the PC image into the same format as a video image.

Some systems treat the image of a PC differently than an image of a person, which gives a better quality image. Basically images of people need a high refresh rate so movement is fluid, PC images are usually still and hence lower refresh rates can be used providing a better quality image. The benefit of this method is that as long as you can send it the far end will be able to receive it.

In addition, some systems have the ability to divide the bandwidth and provide the far end with both a PC image and a video image of you. This works well at bandwidths above 256kbps but does require systems with the capability at each end. There are also some manufacturers that only work with the same system at the far end.

Further more some systems have the ability to send your PC image as a 'snapshot' or 'still' image. In this case you maintain the live video image of yourselves and the PC image is sent as a graphic. These graphics usually take a second or two to transmit but the image is usually a higher resolution (better quality) than your video picture. Both systems will need to support this function.

Sharing Real PC Data
With this method the PC connected to the system sends the data rather than an image to the receiving system. The advantages are that the image quality at the far end is as good as the near end and changes can be made to the PC application from both sites. The main disadvantage is that this ability really only works well between like systems and works best when PC based systems are used. At low data rates response times can be slow.

It is possible to set up this type of 'data sharing' through a corporate LAN network rather than through the video conference network. Effectively you have a video conference system (using ISDN or IP) for audio and video, and a PC at each end managing the data.

This topic was requested by a reader on this news letter. Next month will be multipoint calls, what are the options and choosing a bureau service. If you would like to request a topic, please do contact us. If you have any further questions, please don't hesitate to call +44 (0) 1344 306376 or email