BT Conference Call MeetMe

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1 BT Conference Call MeetMe Create virtual meetings that deliver results BT MeetMe Web Tools Advanced User Guide

2 BT MeetMe To join a BT MeetMe call online visit: or for more information contact the BT MeetMe Helpdesk Fully interactive, instant virtual meetings BT MeetMe enables you to collaborate with colleagues from across the globe instantly. With our simple to use web-based tools, you can take your personal meeting room on-line to hold even more effective and interactive meetings. Web Tools allows you to share thoughts, share applications, brainstorm ideas and customise your meeting to suit the way you work. Conferences can be recorded via the web and then either replayed over the Internet or downloaded. Plus you have a full visual dimension you can see your virtual meeting room, the people present and control the meeting via the web. It really is like being there. We recommend you become familiar with the BT MeetMe service and its basic features by referring to the Introductory User Guide. 2

3 Joining a meeting on-line Joining a BT MeetMe meeting with Web Tools is simple. Just follow the steps below to join the audio and then the web element of your meeting. First agree a start time and advise participants of the dial-in telephone number, Participant Passcode followed by #. Dial the BT MeetMe telephone number, enter the Chairperson or Participant Passcode followed by #. If prompted record your name and you will be introduced into the meeting. Wait for the audio conference to start. Tip: You can allow participants to talk before you arrive by changing the conference start option to INTERACTIVE. To join the web element of the meeting, open your web browser and enter the web address: Please bookmark this page for future use. Click on Join a Conference now. Next you ll see this screen. Enter your details, choose an icon and click Join. You will be given a six-digit conference token, press #8 on your telephone keypad followed by the six-digit number that appears on your computer screen. You will now be linked to the web element of the conference. Please be patient as there may be a slight pause. When the conference starts your web browser will display a graphical representation of the meeting room and who is present. Tip: Ensure your browser is compatible with Web Tools before your first meeting by visiting and clicking on Check your browser. 3

4 Tip: Muting your microphone is especially useful if you are on a noisy connection such as on a mobile phone or in an open office environment. This participant has joined by phone and the web. This is one of a range of male and female icons. This participant has joined by telephone only. This is the status window. For each participant it shows earpiece on/off and mouthpiece on/off while the gavel shows who has Chairperson control. The blue line indicates who is the chairperson and the red line indicates which icon represents you. Viewing your Virtual Room On-line The conference view shows each participant s name, role and status. It also shows if the conference is locked or unlocked, is being recorded, encrypted or unencrypted and gives access to conference controls and web collaboration tools. The BT MeetMe Step by Step Instructions pages are behind this screen for easy reference. Controlling a Conference The conference is easily controlled using the telephone keypad or via your web browser; you can use either. The telephone keypad controls are listed on your aide memoire card. The buttons at the top of the conference window control your own phone line. Clicking on one of these buttons will enable you to toggle between muted and unmuted. Clicking on the microphone or speaker in your status window has the same effect. Clicking on help will take you to the Step by Step Instructions web pages. 4

5 As the Chairperson you have extra controls which are found on the left-hand menu in the conference view. These are: Play Roll Call play back name recordings to see who s dialled in to the meeting. Stop Message stop any recorded messages e.g. Roll Call. Lock/Unlock Conference - stop anyone, including the operator, gaining access to the meeting. Dial-out an additional window will appear that allows the Chairperson to enter a phone number and name (or choose from the last 10 dial out entries) talk in private then choose to return to the meeting with or without the additional participant. End Conference ejects everyone from the meeting. Customise You can customise your BT MeetMe conference from here. For more information on customisation, please refer to page 10 of this user guide. Record Audio - Record your conference and make it available for replay over the internet or for download as a file. For more information about Record and Replay, please refer to page 11 of this userguide. But the facilities don t stop there. You can also: Mute or activate a participant s microphone or speaker by clicking in the icon status window. Alternatively if you click your mouse on the person s icon and you can access and change the features in the screen: Renaming participants To rename a participant, listen to the person s name recording by clicking Play Name. Then overtype the old name and click Update. 5

6 web tools * This is where the real power of BT MeetMe lies. With these tools participants can take part in a data conference without the need to pre-load software. You can exchange public or private chat messages, share and capture ideas using the whiteboard or use application sharing to work on documents, spreadsheets or any other application. To launch the Web Tools, simply click on the Launch Tools button on the left-hand menu and follow the instructions. Tip: Web tools are provided using Java applets so all participants browsers must be Java enabled and allow cookies. Plus you must grant the privileges requested by BT. When granting privileges tick the Remember this decision (Netscape) or Always trust content from (Internet Explorer) boxes on the browser security windows. *Please note additional charges apply for using this aspect of the service. BT MeetMe chat The chat tool is found on the left hand side of the Web Tools window. This simple text based messaging tool means you can send notes to other participants. Once it has loaded, you can send public (broadcast) messages or private messages to any individual participant. To send a message to an individual you must select their name from the dropdown Send To: list. Choose Everyone to send a broadcast message. Then simply click in the message box and type your text. Hit return on your keyboard to send the message. The message will then appear in the main screen. Follow up messages will appear as part of an ongoing conversation in this screen. Tip: If you close the chat window, you can no longer receive messages. If you are sharing an application such as a document, closing the chat window will stop your application being shared. We therefore recommend that you leave this window open or minimised. 6

7 BT MeetMe Whiteboard & Application Sharing These two functions can be found on the right hand side of the Web Tools window. You can toggle between these by clicking on the option at the top right of the screen. This window can be maximised to make full use of the available screen area. Use the whiteboard to draw simple graphics and text. There are simple drawing tools (lines, squares, and circles), a text tool and a highlighter as well as a delete last annotation or clear all annotations button. You can draw or write over the top of existing annotations whilst sharing ideas. The clear function gives a new white blank workspace. The whiteboard and application sharing window opens on all participants browsers once it is selected. Use this toolbar to select your drawing tool. Draw Line Draw Highlight Draw Text Draw Rectangle Draw Ellipse Toggle Pointer Colour Palette Delete Last Annotation Clear Annotations 7

8 BT MeetMe Application Sharing Imagine being able to share applications such as Word documents and spreadsheets with colleagues across the world. That s exactly what BT MeetMe Application Sharing is about. Any participant with an application open on their PC can show all other participants the content via the web. The owner of the application can then make changes in real time and everyone can see this via the web. But that s just half the story. Because you re also free to enable any other participant to control your application so they can contribute to a document or alternatively take control of your desktop. How to Share an Application To let other people within the conference see your application: Start the application on your PC. Click on the Share my Applications button located at the top of the chat window. You can choose to share your desktop or an application from a list. If sharing a document, highlight the application you would like to show and click OK. Your PC will automatically bring the application you have selected to the top of your desktop and confirm that it is shared. To stop sharing, simply click on Share my Applications and choose the unshare option. Annotation on your Shared Application When you are sharing an application, you can use the annotation tools from the Whiteboard to annotate and highlight parts of the chosen application, such as a Word document. When in application sharing mode, simply click on the Annotate button on the top left of your screen. This makes the annotation tools available. You can then choose to see the application with or without annotations by using the Show annotation and Hide annotation buttons on the far left of the screen. Hide annotations Show annotations Annotate 8

9 How to sharecontrol To hand over remote control of the application being shared or your desktop simply click on Share my Applications again and choose Permit Remote Control option. An additional button named Control will appear next to the Size to Fit button on everyone s application sharing window. Invite any participant to click their Control button. Their browser window will display a drop-down list of applications that they can control. Then they need to click on the document to edit it. Once they have selected Control, the button changes to Finish so that they can relinquish control. Tip: You must be viewing the live document in order for other participants to work on it. Participant view of shared application with remote control permitted. To stop sharing the application you can ask other participants to pass control back by selecting Finish or take control back by selecting the Control Menu and un-checking the Permit Remote Control menu item. To stop other participants viewing your application, select the Control Menu, choose Un-share and identify the application to remove. Tip: Only PCs running Win 32 (Windows 95, 98, NT, 2000, ME, XP) can share applications although participants on other operating systems (Unix, Linux, Mac) can view shared applications as long as they have a supported browser with a Java Virtual Machine. 9

10 Customising your meeting BT MeetMe conferences are fully customisable to suit your individual needs. There are several optional features, which you can choose from. Every BT MeetMe conference starts with a standard profile, so you will need to check that these settings suit you. To customise your conference, simply click on customise button when on the conference view window and enter the Participant Passcode when prompted. This will bring up a page with three tabs listing the options for you to choose. Key features you can choose are: Audio Tab Allow different features to be activated on the call such as: mute all, music before the chairperson joins, allow the conference to continue if the chairperson leaves, allow dial out to new participant or allow Web Tools to be used. Advanced Tab Select summaries of your conferences to be sent to you so you can track your usage. Enter a customer reference code so you can tag conferences, for example against different projects you are working on. You can choose to be prompted for the code when you join the audio element of the call. The last code entered during the meeting, whether on phone or web, is the one which will apply to the meeting. If you need an extra layer of security on your Web Tools, you can choose to encrypt them using SSL. All participants will need a browser, which supports SSL encryption to view the Web Tools. Recordings Tab Here you can view and manage all your recordings. To make a recording available to others tick the 'Online' checkbox To prevent access simply un-tick the 'Encrypt' checkbox and click the 'Update Settings' button. Note online playback will be disabled Once you have chosen your preferred settings, click update settings and these settings will be applied to your account. Tip: Click on the question mark icon to get more details of the options available for each setting. 10

11 record and replay* BT MeetMe includes a facility to record the audio portion of a conference and then for it to be made available for replay over the Internet or to be downloaded as a file. Record Conference To access the recording facility the Chairperson must join the phone conference and access the MeetMe Web Tools. Once the Record Audio button is clicked on you will be prompted to enter a 7 digit Access Code and a title for the Conference Recording. A Recording ID is shown which should be noted. The default setting for the recording is to allow access on-line once the conference is recorded. It is possible to encrypt the recording download. Once ready the Start Recording button can be clicked and the conference will be recorded until the Pause Recording button is used or the conference ends. View Recordings Once you have accessed the phone conference and MeetMe Web Tools you can view and manage all your recordings via the Recordings tab in Conference Customisation. To listen to a recording click on the 'Recording ID' to display the associated Replay and Download page. To make a recording available to others tick the 'Online' checkbox and click on the 'Update Settings' button. The default setting is to allow access - to change this simply un-tick the 'Encrypt' checkbox and click the 'Update Settings' button. Note online playback will be disabled. To find the Access Code for a recording click the associated 'Access Code' button. This will launch a pop-up window with the details. Conference Recordings are stored for 45 days only and are then deleted. If summary is enabled in Customisation you will be notified before this happens. Please download your conference recording before expiration if you will require it after this time. 11

12 Replay and Download Conference Replay is available by accessing the Replay Recordings icon on the Welcome Screen. You are prompted to enter the Recording ID and the Recording Access Code. Alternatively it can be accessed by clicking on the Recording ID on the Customisation page.the recording details are then displayed including the recording start time, duration and if the conference is encrypted. To download the recording select a file format: WAV or Windows Media Audio Format. Clicking on the relevant icon will allow you to download the recording on to your PC. Tip: To replay or stream the recording over the Internet you will need to have a player supporting files streamed in Windows Media Format (.wma) installed on your machine. Compatible players include Microsoft Media Player (version 6.4 onwards) and the RealOne Player. Simply click on the Replay icon and the conference is then played over the Media Player. If you do not have a suitable player it is recommended you download the widely supported WAV format file and play it locally. *Please note additional charges apply for using this aspect of the service. 12

13 Further help To join a BT MeetMe call online visit: or for more information contact the BT MeetMe Helpdesk What you need To use the optional web enhanced service you need an Internet connected PC with Netscape 4.5/ Internet Explorer 4.01 or above with Java and cookies enabled. Where groups of people intend to use one phone, we recommend that a specialist speaker phone is used to ensure high sound quality is maintained. Security Tip: Remember that the security to your virtual meeting room is the Chairperson's Passcode. This is the key to your room and against which you will be billed.chairperson s Passcode. This is the key to your room and against which you will be billed. Offices worldwide The telecommunications services described in this publication are subject to availability and may be modified from time to time. Services and equipment are provided subject to British Telecommunications plc s respective standard conditions of contract. Nothing in this publication forms any part of any contract British Telecommunications plc 2003 Registered office: 81 Newgate Street, London EC1A 7AJ Registered in England No Designed by rtfacts limited 13