You Only Have a Telephone?
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- Kory Fitzgerald
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1 The Web Participant connects to the Web Conference using two channels: a communications channel from your computer to the host s AT&T Connect virtual meeting room and a sound channel from a telephone that connects to the Web Conference s audio stream. You ve Received an You ve been invited to an AT&T virtual Web conference! For a conference taking place now click the links in the to immediately access the conference. For a conference scheduled for a future date, accept the invitation the conference appears in your calendar. Follow the To connect to the Web Conference link in the invitation. For prescheduled conferences, open the conference in your calendar to click the link. Choose whether you would like the system to call you (if allowed) or view the Telephone Connection Instructions page. If you choose to dial-in, follow the Telephone Connection Instructions. When a voice conference is changed into a Web conference, audio streams are automatically preserved. Don t disconnect your phone just follow step to open the Web Participant on your computer. Then enter the code shown under the If you are already connected by Phone paragraph in the Telephone Connection Instructions page to synchronize your desktop data and telephone audio streams. You Only Have a Telephone? Join the Web conference by phone you can hear and speak with other participants, but you cannot see shared visual materials. Open the invitation. For prescheduled conferences, open the conference from your calendar. Follow the dial-in instructions under TO CONNECT WITH YOUR TELEPHONE ONLY (no computer) to phone the AT&T Connect system. In some invitations, a link appears instead of text. Click the link to view dial-in information. Activate your Account as Host To host a conference you must have an AT&T Connect account, and activate the AT&T Connect Web Participant Application on your Mac by using the activation link in the registration mail. Host a Meeting Now Click the AT&T icon in the system bar and then click Enter my Meeting Room. The Web Participant application opens on your Mac. Schedule a Future Meeting Click Copy My Meeting Room Address to copy the link to your meeting room onto the clipboard and then paste it in a meeting item, mail, chat window or any scheduling system you may use. If your account allows the Call Me feature, you can ask the system to call you after the application launches. Otherwise, use the Telephone Connection Instructions window showing dial-in information for audio. Dial the AT&T Connect system, and follow the Telephone Connection Instructions. To invite more people from within the conference, select Participants>Invite by or Participants >Invite by Phone from either the main menu or from the Participants pane menu.
2 The AT&T Connect Web Participant lets you join AT&T Connect Web conferences using your personal computer. During the conference, view and share applications and send notes all from within your Web Browser. Toolbar Quickly access emoticons and other conference tools. Pointing Tool Use to point at the whiteboard. Status Panel See current conference and connection status, and active speaker. Participant Pane Icons in the list show the status of each conference participant. Notes Pane Click the Notes tab to send and receive instant messages with other participants. Sharing Pane (for presenters only) Select the applications or windows to be shared with other participants.
3 Manage the Conference (Relevant for Host or Presenter) If you are the host or the presenter, you can choose to lock or end the event: To lock the conference select Event>Lock Event from the main menu. New participants cannot join the conference. To unlock the conference select Event>Lock Event again. To end the conference select Event>End Event from the main menu. This ends the conference and sends an appropriate message to the attendees. Work with the Participant List The Participants pane shows a list of all participants in the conference. An icon shows the status of each participant. Connected by computer only Connected by phone and computer Connected by phone only. Cannot see the whiteboard or other content Connected by the Web Participant application No audio device Speaking Muted presenter and host can view the mute state of other participants Raised hand/request to speak Participant can speak in Broadcast mode Participant has remote control of the shared application Participant is using a smartphone Manage other Participants (Relevant for Host or Presenter) If you are the host or the presenter, you can right-click on a participant to control additional features: Mute/ Unmute participant mutes the user s microphone, and allows the user to reactivate the microphone as desired. Mute and Lock Participant mutes the user and locks the user s microphone. The user cannot reactivate the microphone until the presenter unlocks the mute setting. Give Presenting Rights, Dial Out (if available), Rename (can be performed only on guest) Expel Participant the expelled participant cannot rejoin the conference. From the Participants pane menu, the host/ presenter can also use these features: Mute All, Unmute All, Invite others by (if available, Invite other by Phone) and Take Presenting Rights. Work with the Whiteboard Pointer Any user can select a color and use the pointer on top of the whiteboard if it was allowed by the host. All participants can see your whiteboard marks and comments. 3 Work with Notes Participants can communicate during the conference using chat-like notes. Visit the Notes pane to see a log of notes that you sent and received during the conference. Use the bottom portion of the frame to send a note. The host or presenter may not allow notes to be sent during the conference. Audio Controls from keypad During the conference, you can mute/unmute your audio and perform other functions by using your telephone keypad. Below are some basic keypad commands. * Raise/lower your hand * Participant count *4 Step-out/Step-in *6 Mute/Unmute your line (toggle on/off) *9 List available commands # Exit list of commands
4 Share an Application with Participants (Relevant only for Presenter) You can select one or more of the applications that are currently running on your Mac to share with participants. You can select windows, applications or the desktop. While you work on the application, participants can follow what you are doing on their own computers. To use application sharing: Select items that you want to share from the Sharing pane and then click Start. The selected element appears on top, and the shared element becomes visible to other participants. A control dashboard appears in the bottom right corner of the screen for your convenience. Please note: An application must be running on your Mac and enlarged before it can be shared. For security reasons minimized windows and applications cannot be shared. On the first occasion that the Web Participant runs, the Sharing pane appears to be empty. Click Start to initialize the Sharing function, and to display the Element Selection Tree in the Sharing pane. Click Stop on the dashboard to end application sharing. Work with the Application Sharing Dashboard The dashboard provides basic conference controls during the application sharing session. For example, if participants raise their hands, the presenter can see if they have a question. Additional notifications and options on the dashboard: Monitor enables the presenter to view which portions of the screen are being shared. Stop stops the sharing and returns you back to the Web Participant application. Pause pauses sharing. Viewers continue to see the last captured image. Return to the Web Participant application window if the Web Participant is not shared, sharing is paused. Mute/Unmute click the button on the dashboard to start speaking. This button has the same functionality as Mute on the main toolbar, allowing you to use the microphone. Raising hand notification displays a message when participants in the event raise their hands. In addition, you can also move your mouse over the notification to view a summary of users who have raised their hand. New notes notification displays a message when you receive a new note. In addition, you can also move your mouse over the notification to view a summary of notes that arrived to you since you began sharing. Active speaker displays the name of the current speaker. Recording notification indicates whether or not the conference is being recorded. While sharing, all non-shared windows are dimmed to indicate that they are not shared. To get a better view of the portions of your screen that participants can see, click the Monitor button on the dashboard. 4
5 Notes If the window that you want to share does not appear in the application or element tree, share its application instead. When switching to a non-shared window or application, the application sharing function is automatically paused since the shared window is no longer in focus. Clicking Pause again returns the shared window back to the front of the screen. When sharing is paused, viewers see the last image that was shared. Define Output Bandwidth Control Low relevant when you know that all participants use a slow connection speed. (8 kbps). Customized enter the bandwidth which you would like to use in kbps. You can define the output bandwidth of your application sharing to suit the other participants connection (in kilobits per second). To define output bandwidth, open the Share menu and select Preferences. Normal the default selection. This is relevant when you know that only some participants have a fast connection speed (56 kbps). High relevant when you know that all participants use a fast connection speed (5 kbps). 0 AT&T Intellectual Property. All rights reserved. AT&T, the AT&T logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. All other marks contained herein are the property of their respective owners. 5
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