Telecommunications. Web-and Audio Conferencing. Quick Start Guide

Transcription

1 Telecommunications Web-and Audio Conferencing Quick Start Guide

2 Web- and Audio Conferencing Whether you want to make an audio conference, meet with a globally distributed team virtually and collaborate and share presentations over the web, PGi conferencing is our standard solution. Conferencing Services Based on your individual needs, PGi offers the following services: Event Training Center Web Conferencing Audio Only Conferencing Attended conferences, e.g. for Press Events, or VIP calls Large web meetings with audio conferencing and advanced functionalities Everyday web meetings with audio conferencing e.g. team meetings Audio Only Conferencing Sign up for a PGi account You can sign up for a personal account through the PGi enabled WebEx portal: Please use your domain credentials (e.g. EMEA\username) for logging in to the system. Your account will be auto provisioned if you are a new user. Welcome Letter When you sign up for an account, you will automatically receive a Welcome Letter ed from PGi, with your host and attendee passcodes and international dial-in numbers. Only employees or externals with an adidas Group domain account can sign up for the conferencing service. Accounting and Cost During the sign up process the legal entity and cost center for the requestor is required, to enable accurate billing. A report of your current spending will be available in the telecom expense management solution, which is accessible here: To see our global rates for audio conferencing, including a cost calculator please see the internal Telecommunications WIKI page on adiweb (WIKI tag: PGi)

3 Audio Only Conferencing For Audio Only Conferencing, you will need your host and attendee passcodes and international dial-in numbers from the individual Welcome Letter. How to schedule an Audio Only Meeting? 1 Schedule a meeting in Outlook 2 Include the international dial-in numbers and attendee passcode in the invitation and sent to your participants 3 Dial in at the time of the meeting using your host passcode and begin your meeting Audio Management Features *0 Operator assistance Volume *4 Increase meeting volume *7 Decrease meeting volume Mute/Un-Mute *6 Mute or un-mute your line *96 Mute all attendee lines *97 Un-mute all lines Security *94 Lock or unlock the meeting Web Conferencing Communicate more quickly and efficiently. Collaborate with customers, partners, and colleagues around the world at any time. To enhance the experience, PGi audio conferencing has been integrated into the adidas Group WebEx solution. Meeting Center is suited for everyday web meetings, such as team meetings. Training Center is suited for larger meetings and has some advanced functionalities. Features and Functionalities These features are available for WebEx Meeting and Training Center: Audio Conferencing with up to 125 participants Video Conferencing with up to 8 simultaneous video streams Desktop, application or presentation sharing Remote control, promote participants to be presenter Mute participants audio lines Polls and Q&A sessions Whiteboard and annotations Recording Chatting The following additional features are available for Training Center only: Attendance registration and tracking. Attention Indicator For a detailed feature overview, visit Global IT Telecommunications on adiweb (WIKI tag: WebEx Features)

4 Scheduling a Web Conference How to schedule a meeting through Outlook? 1 Request the installation of WebEx Productivity Tools through your Local Service Desk, if not already installed. 2 Schedule an appointment in outlook, as you would with a normal calendar invite. 3 Click on Add WebEx Meeting from the toolbar, and select Meeting Center or Training Center from the Meeting template dropdown. How to schedule a meeting through WebEx Portal? 1 Open your web browser and go to and you will be automatically logged in. 2 Click on Meeting or Training Center from the top navigation bar, and then on Schedule a Meeting / Training. 3 Click on Advanced Scheduler and set your meeting options by following the instructions. Hosting a Web Conference Start and Manage Your Meeting WebEx Meeting Center 1 Start your meeting by clicking on the invitation link from the appointment or through the WebEx Outlook Toolbar (WebEx > Start a Scheduled Meeting) Prepare your meeting upfront by uploading your documents (Share > Presentation or Document) Dial in or select callback (Audio > Join Teleconference). For callback, enter your area code without a leading 0. 4 Send a reminder by , or call in your missing participant by phone 5 Right click on a participant to pass presenter rights, or mute/unmute audio 6 Share an application, the whole desktop or your video (up to 6 participants at one-time possible) WebEx Training Center 5

5 Event Conferencing Attended Service is the PGi event offering for larger scale meetings. This solution is recommended for image-impacting and important meetings, like press conferences. The following features are available: Dedicated PGi operators and Event Managers who schedule and coordinate the event with you. Professional announcers will fully monitor and manage the entire meeting and technical experts stand by to troubleshoot unexpected issues. Help & Training Whether you need a transcript, an attendee list, or a recording after the meeting, PGi will prepare everything you need to get the most out of your meeting. How to Schedule an Attended Conference? 1 Specify the date, time, duration and estimated attendance for the call. the request to PGi at: eueventmanagers@pgi.com 2 Receive confirmation from PGi with host access details and participant access details. Forward participant details to attendees. 3 Dial in to the conference 15 minutes before the start time using host access details. Whether you are looking for a FAQ, training or support material, you will find all required information on the WebEx WIKI page (use search keyword: WebEx). Attend Online Training 1 Go to and checkout the training offerings 2 Register for your choosen online training session. 3 Attend the online training, and start scheduling and hosting web- and audio meetings. The adidas Group WebEx portal includes detailed Support Guides, Downloads, Videos and Training materials for your reference. Request Support 1 You need immediate assistance during a meeting? Press *0 while your conference keeps running, and a PGi operator will join the conference. 2 For all conferencing related issues, please open a ticket through your local service desk. 3 In case you have a specific question about a feature, please send us an to our conferencing mailbox.

6 Tips & Tricks We have a couple of nice tips for you, which will help you to schedule or attend a meeting more easily: 1 Download and install the WebEx Productivity Tools through 2 Tired of typing meeting minutes? Try the recording feature of WebEx, which will record all video, audio and content of your web meeting. 3 Use the Audio Management features to control your meeting, e.g. mute/unmute, lock/unlock your meeting. 4 Do you have a mobile attendee, who always has trouble dialing in while on the road? Deliver a one-click number for your mobile attendees: dial-in numberxparticipant-code# e.g. for Germany this could be: +49(0) x # 5 You are running an audio conference, and want to show something? Open a WebEx One-Click Meeting, which will have the audio conference integrated. Contacts Global IT Infrastructure Services HQ Telecommunications adidas Group Bamberger Strasse 56 D Herzogenaurach Conferencing@adidas-Group.com Global IT Service Desk HQ +49 (9132) @adidas-Group.com Global IT Service Desk US +1 (781) ito.request@adidas-group.com Global IT Service Desk AP +8 (52) @adidas-Group.com PGi Customer Service HQ Europe PGi Conferencing Ltd Unit E, West Cork Technology Park Clonakilty, Country Cork - Ireland eureservations@pgi.com PGi Customer Service Germany +49 (69) PGi Customer Service US +1 (719) PGi Customer Service Hong Kong +852 (2299) 9022 For a full and up-to-date list see: