Overview on using the Southern Health Teleconferencing Facilities

Transcription

1 Overview on using the Southern Health Teleconferencing Facilities Please Note: Before you use Southern Health s Telephone Conferencing Facilities you will need to have set up your PIN. If you have not done this already please refer to the document entitled How to set your PIN for SHFT Telephone Conferencing. Contents 1. Checking your Teleconferencing Account Details Joining a conference call organised/hosted by someone else Joining/Starting a conference call where you have scheduled the meeting Joining/Starting a conference call where you have been delegated as a leader Documents/Active Projects/Lync and other VC Solutions/Lync/Lync Training Information/Overview on using the Southern Health Teleconferencing Facilities.docx

2 1. Checking your Teleconferencing Account Details To check your account details open Internet Explorer and in the address bar type: Press the Return Key on the keyboard to go to the Dial-in Conferencing Settings and PIN Management page. On the screen that opens click the Sign In link You will then be presented with one of two screens 2 P a g e

3 Option 1 If you see the screen below click the Sign In button A Windows Security Box will appear. You need to enter your SHFT network account credentials in this box. If you are already logged on with a SHFT account you can simply type in your username and password. If you are logged on with an account on a different domain (e.g. AD or XSWHANTS) you will need to enter your full SHFT credentials. Once complete turn to page 4 3 P a g e

4 Option 2 If you are presented with the screen below simply enter your full SHFT network logon credentials Once completed click the Sign In button 4 P a g e

5 Your details are now shown (excluding your PIN which is not displayed for security reasons). It may be a good idea to print this for reference until you are familiar with the system. In this guide I will use my details but please refer to your own unique ones. My details are shown below and I have highlighted and numbered the fields that are important during a teleconference call. 5 P a g e

6 2. Joining a conference call organised/hosted by someone else In the instructions below the text in green is what will be heard on the phone and the text in red is the instructions on what to do You: Dial the conference number provided in the invitation. If it is hosted by Southern Health the number will be ¹ with most sites needing a 9 dialled first to get an outside line System: Welcome to the Audio Conferencing Centre. Please enter a conference ID, followed by hash You: Enter the conference ID that has been provided and press the # key Note: If you enter an incorrect Conference ID you will hear the message Sorry, I can t find a meeting with that number. Try entering your Conference ID again and then press hash System: If you re the leader, please press star (*) now You: Do nothing! System: After the tone, please record your name and then press hash You: Speak your name and press the # key If you join the meeting before the organiser/leader you will hear The Leader has not yet joined the meeting. Please wait for the leader to admit you to the meeting. Thank you for your patience You will then hear music until the leader joins 6 P a g e

7 3. Joining/Starting a conference call where you have scheduled the meeting In the instructions below the text in green is what will be heard on the phone and the text in red is the instructions on what to do You: Dial the Southern Health Conference Number provided in the invitation with most sites needing a 9 dialled first to get an outside line System: Welcome to the Audio Conferencing Centre. Please enter a conference ID, followed by hash You: Enter your Conference ID² that has been provided and press the # key Note: If you enter an incorrect Conference ID you will hear the message Sorry, I can t find a meeting with that number. Try entering your Conference ID again and then press hash System: If you re the leader, please press star (*) now You: Press * System: If you scheduled this meeting please enter your PIN now. If you ve been designated as a meeting leader please press star again You: Enter your teleconferencing PIN System: You re now joining the meeting as a leader Anyone who has been waiting will now be admitted to the meeting. 7 P a g e

8 4. Joining/Starting a conference call where you have been delegated as a leader In the instructions below the text in green is what will be heard on the phone and the text in red is the instructions on what to do. The delegated person must have their own teleconferencing account and PIN to use this option. You: Dial the Southern Health Conference Number provided in the invitation with most sites needing a 9 dialled first to get an outside line System: Welcome to the Audio Conferencing Centre. Please enter a conference ID, followed by hash You: Enter your Conference ID² that has been provided and press the # key Note: If you enter an incorrect Conference ID you will hear the message Sorry, I can t find a meeting with that number. Try entering your Conference ID again and then press hash System: If you re the leader, please press star (*) now You: Press * System: If you scheduled this meeting please enter your PIN now. If you ve been designated as a meeting leader please press star again You: Press * System: To identify yourself, please enter your extension or full phone number followed by hash You: Type in either your own full telephone number 4 or 4-digit extension 4 (the latter being easier) and then press the # key System: Please enter your PIN and then press hash You: Enter your own teleconferencing PIN and press the # key System: You re now joining the meeting as a leader Anyone who has been waiting will now be admitted to the meeting. 8 P a g e