Integrated Conference Manager User s Guide

Transcription

1 Integrated Conference Manager User s Guide Software Version

2 Copyright and Trademarks Copyright Aastra Technologies Limited All rights reserved. This product may not, in whole or in part, be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine readable form without prior consent, in writing, from Aastra Technologies Limited Information contained in this document is subject to change without notice. Printed in the United States of America. Trademarks The Aastra Technologies Limited logo is a trademark of Aastra Technologies Limited. Windows, Windows NT, Microsoft SQL Server, JScript, ActiveX, Active Directory, TAPI, Excel, Outlook, and Visual C++ are registered trademarks of Microsoft Corporation. Pentium and Intel are registered trademarks of Intel Corporation. Adobe and Acrobat are registered trademarks of Adobe Systems Incorporated. Other company or product names mentioned herein may be trademarks or registered trademarks of their respective companies. Disclaimer: This User s Guide is meant to be a general guide to using the conferencing system. Not every configuration or problem can be anticipated given the variations in all hardware and software products. Aastra Technologies Limited accepts no responsibility for errors or omissions contained in this Guide. Aastra Technologies Limited 2811 Internet Blvd. Frisco, TX USA

3 Contents 1 Getting Started Testing Your System Troubleshooting ActiveX About Limited Participants Logging In to Integrated Conference Manager Logging in as a Host Registering as a New Host Retrieving Login Information Installing Optional Components Installing the Microsoft Outlook Add-Ins Installing the Add-Ins Editing Outlook Options Installing the Document Sharing Print Driver Installing the Application Sharing Driver Installing the BB FlashBack Recorder Integrated Conference Manager Documentation Managing Your Account Using the My Conferences Page Managing Conferences in Progress Managing Scheduled Conferences Managing Saved Conference Rooms Managing Recorded Conferences Editing Your Account Information Setting Your Host Preferences Using Your Address Book Opening Your Address Book Adding Contacts Copying Contacts from Other Address Books Adding Contacts Manually Importing Contacts Integrated Conference Manager User s Guide iii

4 2.4.4 Editing Contacts Deleting Contacts Scheduling Conferences Scheduling Conferences with Integrated Conference Manager Scheduling Recurring Conferences Checking Port Availability Scheduling a Conference Using Outlook About Conference Invitations Pre-Setting a Conference Room Modifying Scheduled Conferences Canceling Scheduled Conferences Canceling a Conference through Integrated Conference Manager Canceling a Conference through Outlook Starting and Ending Conferences Starting Ad-Hoc Conferences Starting an Ad-Hoc Audio Conference by Phone Starting an Ad-Hoc Conference by Web Starting Scheduled Conferences Starting a Conference by Phone Starting a Conference by Web Editing Conferences in Progress Ending or Leaving Conferences Ending or Leaving by Phone Ending a Conference Leaving a Conference Ending or Leaving a Conference from the Conference Room Ending a Conference from the My Conferences Page Rejoining a Conference in Progress Leading an Audio Conference Controlling a Conference by Phone About the Audio Console Managing the Conference Viewing Conference Information Viewing the Invitee List Sending a Quick Invitation Viewing the Conference Room Ending a Conference Dialing Out from the Audio Console...56 iv Integrated Conference Manager User s Guide

5 5.5 Recording Conference Audio Managing Participants Conferencing in Private Leading a Web Conference About the Conference Room Managing the Conference Viewing Conference Information Viewing the Invitee List Sending a Quick Invitation Viewing the Audio Console Ending a Conference Managing Conference Participants Monitoring Participants Recognizing Raised Hands Transferring Leadership to a Participant Collecting Participant Input Taking a Quick Vote Polling Participants Chatting With Participants Interacting with Q & A Sharing Documents Uploading Documents Sharing Other Document Types Viewing and Annotating Shared Documents Solving Document Upload Errors Removing Shared Documents Sharing Applications Application vs. Desktop Sharing Starting Application Sharing Granting and Regaining Control Granting Control Exchanging Control Reclaiming Control Automatically Accepting Control Requests Pausing and Resuming Sharing Selecting a New Application to Share Stopping Sharing Tips for Better Performance Integrated Conference Manager User s Guide v

6 6.6 Working in the Conference Room Cobrowsing Web Sites Taking Notes Using the Whiteboard Annotating Documents Changing the Presentation Display Recording and Saving Conferences Recording Synchronized Conferences Recording Audio Conferences Recording Conference Audio Downloading and Playing Recorded Conferences Deleting Recorded Conferences Working with Saved Conference Rooms Saving a Conference Room Managing Saved Conference Rooms Entering a Saved Conference Room Hosting a Follow-up Conference Deleting a Saved Conference Room Participating in a Conference Joining Conferences as a Participant Joining an Audio Conference Joining a Web Conference Participating in a Web Conference About the Conference Room Seeing Other Participants Raising Your Hand Changing the Presentation Display Changing the Presentation View Changing Your Display During Application Sharing Viewing Resources Privately Expressing Your Opinion Voting Answering Polls Chatting During a Conference Asking Questions via Q & A Driving the Conference Uploading and Annotating Documents Taking Leadership Sharing Applications Requesting Control Index 105 vi Integrated Conference Manager User s Guide

7 1 Getting Started Integrated Conference Manager is an integrated, premises-based audio and web conferencing system designed to improve enterprise business processes and communications while significantly reducing conferencing costs. The Integrated Conference Manager system is easy to use, maintains security of sensitive corporate information, requires low administrative overhead, and leverages existing network investments. The Integrated Conference Manager User s Guide is primarily designed to help hosts schedule, manage, and lead audio and web conferences. Chapter 8, Participating in a Conference describes conferences from a participant s point of view. This chapter discusses the following topics: Testing Your System Logging In to Integrated Conference Manager Installing Optional Components Integrated Conference Manager Documentation Integrated Conference Manager User s Guide 1

8 Getting Started 1.1 Testing Your System The System Test utility checks your PC to ensure that it meets the requirements for conferencing. Hosts and participants should run System Test when they first log in to the conferencing system. This utility runs the following tests (tests in italics are performed for hosts only): Test Operating System Web Browser ActiveX Downloads Popup Blocking Software Document Sharing Print Driver Application Sharing Driver Network Configuration Connection Speed Description Verifies that the operating system is supported (Windows 98, NT, 2000, XP, or Vista). Verifies that the browser is supported (Internet Explorer 5.5 or later). Verifies that the required ActiveX components are installed. These components are required for conference hosts and leaders; participants without these components may still participate in conferences, but with limited functionality. See About Limited Participants on page 4 for more information. Verifies that popup blocking is disabled in your browser. Popup blocking may interfere with the audio console or conference room. Checks for the Document Sharing driver, and provides an installation link if not present. (See Installing the Document Sharing Print Driver on page 10). Checks for the Application Sharing driver, and provides an installation link if not present (See Installing the Application Sharing Driver on page 11). Verifies that the network connection can support at least six concurrent connections. Verifies that there is sufficient bandwidth to participate in a web conference. To run the System Test: Step 1. From any page, click System Test. Step 2. If a Security Warning appears, click Yes. The System Test page appears. Step 3. Click I am a participant or I am a host or leader, as appropriate. 2 Integrated Conference Manager User s Guide

9 Testing Your System Step 4. Click Check My System. The System Test page displays the test results. The test results indicate success or failure; the description for failed items contains troubleshooting information. To forward the test results, enter an address and click Send Troubleshooting ActiveX If the required ActiveX components are not installed on your computer, review the following list of possible causes. If you are still unable to resolve the issue, you may join conferences as a limited participant; see About Limited Participants on page 4. Cause You clicked No to the Security Warning when you accessed the System Test page. You have older or incompatible controls installed. Your browser security settings do not allow ActiveX. You do not have administrator privileges on your computer. To Correct... Click your browser Back button, access the System Test page again, and click Yes to the Security Warning before running the system test. Exit your browser, delete the file as instructed, and run System Test again. From your browser, choose Tools > Internet Options > Security, select Custom Level for the security zone, and enable the following items: Download signed ActiveX controls Run ActiveX controls and plug-ins Script ActiveX controls marked safe for scripting Your system administrator must install the ActiveX components for you or grant you administrator privileges on your computer. Integrated Conference Manager User s Guide 3

10 Getting Started About Limited Participants Integrated Conference Manager requires a set of ActiveX components to provide full conference room functionality; these components are always required of conference hosts and appointed leaders. If the required ActiveX components cannot be installed (if a participant does not have administrative privileges on their PC, for example), Integrated Conference Manager can still support participants in a limited capacity with just the web browser. Limited participants may use the cobrowser, view the notes and whiteboard, and may participate in Chat. Limited participants cannot: View annotation tools or controls View or participate in application sharing Add documents or view them privately Participate in polls, hand raising, voting, or Q&A hold the baton and become the leader. 4 Integrated Conference Manager User s Guide

11 Logging In to Integrated Conference Manager 1.2 Logging In to Integrated Conference Manager You access the Integrated Conference Manager Log In page by navigating to the conferencing system URL provided by your administrator. The Log In page provides access to the Participant Log In page, Host Log In page, and System Test utility: Participants log in to the conferencing system to join web conferences; they need a Conference ID and sometimes a PIN or password if the host required it. See Joining Conferences as a Participant on page 94. Hosts log in to schedule and manage conferences and their account information; they need a Conference ID and PIN to log in. Both participants and hosts should run the system test, which verifies that PCs are fully compatible with the conferencing system (see Testing Your System on page 2). This section discusses the following topics: Logging in as a Host Registering as a New Host Retrieving Login Information Integrated Conference Manager User s Guide 5

12 Getting Started Logging in as a Host You can log into Integrated Conference Manager as a host if you already have a host account, or register for one if you do not. To log in as a host: Step 1. From the Log In page, click Host Log In. The Host Log In page appears. Step 2. Step 3. Step 4. If you have not yet created an account, click I m a new host and see Registering as a New Host on page 6. If you do have an account but have forgotten the login information, click Forgot your conference ID or PIN? and see Retrieving Login Information on page 8. Enter your Conference ID and PIN. To save your ID on your computer, select Remember my Conference ID. Click Log In. The My Conferences page appears; See Using the My Conferences Page on page 14 for brief descriptions of each section. If you have not yet run the system test, click System Test. See Testing Your System on page Registering as a New Host Before you can schedule and host conferences, you must first create an account. To create a host account: Step 1. From the Host Log In page, click I m a new host. If your conference administrator requires a password to create new accounts, enter the password when prompted and click OK. The Register My Account page appears. 6 Integrated Conference Manager User s Guide

13 Logging In to Integrated Conference Manager Step 2. Enter the following information: Item First Name Last Name Address Time zone Phone/Extension (optional) Conference ID PIN Confirm PIN Description Appears in conference invitations, and identifies you when in a web conference. Conference invitations are sent to this address. Ensures that conference times are accurate for your location. Your phone number or SIP address. If you provide a phone/sip address, the system automatically logs you in when dialing in from that number; this number also allows a conference host to dial out to you. Enter a 4- to 12-digit number to identify your account and any conferences that you host. Enter a 4- to 8-digit number for your PIN. You must enter the PIN when logging in or when starting an audio conference. Step 3. Click Save. A confirmation page displays your Conference ID, PIN, dial-in number, and web conferencing URL. The conferencing system also sends a confirmation with your account details to your address. Step 4. You can also install optional Integrated Conference Manager components from this page; see Installing Optional Components on page 8 for more information. Click Close. The My Conferences page appears; See Using the My Conferences Page on page 14 for brief descriptions of each section. Integrated Conference Manager User s Guide 7

14 Getting Started Retrieving Login Information If you forget a Conference ID or PIN, the conferencing system can send them to you. To retrieve your login information: Step 1. From the Host Log In page, click Forgot your Conference ID or PIN? The Forgot Log In Information window appears. Step 2. Enter the Address associated with your account and click OK. The conferencing system s your Conference ID and PIN to you. 1.3 Installing Optional Components The Registration Confirmation and My Account pages contain links to optional Integrated Conference Manager components; users are also prompted to install components if required by their actions. From the confirmation page, you can download the following components: Component Outlook Add-In Document Sharing Print Driver Application Sharing Driver BB FlashBack Recorder Description Integrates Integrated Conference Manager with the Microsoft Outlook Calendar and Address Book. See Installing the Microsoft Outlook Add-Ins on page 9. Allows you to upload documents to web conferences. See Installing the Document Sharing Print Driver on page 10. Allows you to share your desktop and applications with other conference participants. See Installing the Application Sharing Driver on page 11. Records conferences with synchronized audio and video. See Installing the BB FlashBack Recorder on page 11. If you have not yet run the System Test, see Testing Your System on page 2. 8 Integrated Conference Manager User s Guide

15 Installing Optional Components Installing the Microsoft Outlook Add-Ins The Microsoft Outlook add-ins allow Integrated Conference Manager to integrate with the Microsoft Outlook Calendar and Address Book. There are two Outlook add-ins: Web Add-In: Allows Integrated Conference Manager to access the Outlook Calendar to use the Outlook Address Book and display participant availability. Scheduling Add-In: Allows you to schedule Integrated Conference Manager conferences from within Outlook; this component is optional. The conferencing system automatically prompts you to install the add-ins if you try to use Outlook functionality before installing them. You must have administrator privileges on your PC to install the add-ins Installing the Add-Ins To install the add-ins: Step 1. Close all Outlook windows and exit Outlook. Step 2. From the My Conferences page, click My Account. Step 3. Click Outlook Add-In. The Install Outlook Add-In window appears. Step 4. Step 5. Step 6. Step 7. Check the Outlook Scheduling Add-In checkbox if you wish to install that component. The Outlook Web Add-In is always installed. Click Install. If a security warning appears, click Yes to continue the installation. When the installation is complete, click Close. Launch Outlook to complete the installation. Integrated Conference Manager User s Guide 9

16 Getting Started Editing Outlook Options Outlook stores your Conference ID, PIN, and conferencing system URL so you can schedule conferences without authenticating. The Server URL is automatically set to the server from which you downloaded the Outlook add-in. If you change any of this information in Integrated Conference Manager, you must make the same changes in Outlook. To edit Outlook options: Step 1. In Outlook, select Tools > Options. Step 2. Click the Options tab. Step 3. Step 4. Edit the settings as necessary. Click OK to save your changes Installing the Document Sharing Print Driver The Document Sharing print driver allows you to add documents to a conference room, regardless of file format. See Sharing Documents on page 71 for more information. The conferencing system prompts you to install the driver if you attempt to add a document without the plug-in installed. This driver can also be installed from the My Preferences and System Test results pages. You must have administrator privileges on your PC to install the driver. To install the driver: Step 1. From the My Conferences page, click My Account. Step 2. Step 3. Step 4. Step 5. Click Document Sharing Print Driver. The File Download window appears. Click Open. The InstallShield dialog appears. Click Next to start the installation. When the installation is complete, click Finish. 10 Integrated Conference Manager User s Guide

17 Installing Optional Components Installing the Application Sharing Driver The Application Sharing Driver allows you to share your desktop and applications with other conference participants. See Sharing Applications on page 74 for more information. The conferencing system prompts participants to install the driver if they attempt to share an application without the plug-in installed, or if the host selects them as presenter. This driver can also be installed from the My Preferences and System Test results pages. You must have administrator privileges on your PC to install the driver, and must be running Windows 2000, XP, or Vista. To install the driver: Step 1. From the My Conferences page, click My Account. Step 2. Click Application Sharing Driver. The File Download window appears. Step 3. Click Run. The InstallShield Wizard launches. You may also click Save to save the installer to your desktop and run later. Step 4. Click Next to start the installation. A message alerts you that your monitor may turn off for a few seconds during the installation. Step 5. Click OK. Step 6. When the installation is complete, click Finish. You can now share your desktop and applications with other conference participants Installing the BB FlashBack Recorder BB FlashBack is a screen recorder that saves conferences with synchronized audio and web content. You can record your voice on the audio track by connecting a microphone to the sound card on your PC. To record the conference audio, you must connect your telephone to your sound card using a telephone adapter (Aastra recommends the DynaMetric TMP-636 PC telephone interface; see For more information: Step 1. From the My Conferences page, click My Account. Step 2. Click BB FlashBack Recorder. An Internet Explorer window launches and displays the Blueberry BB FlashBack product page, from which you can read more about the product, download an evaluation copy, or purchase a license. Integrated Conference Manager User s Guide 11

18 Getting Started 1.4 Integrated Conference Manager Documentation The Help tab, available on every screen, provides access to context-sensitive online help and to the complete Integrated Conference Manager documentation set in PDF format. To access online help: Click the Help tab. All of the User s Guide is available by clicking Help on any page. Click Next and Previous to navigate through the guide one topic at a time; you can also jump directly to the guide Contents or Index. To access documentation in PDF format: Click Guides in PDF in the lower right corner of any Help page to display a list of guides that can be printed or read online in PDF format. This User s Guide describes how to host, lead, or participate in conferences. It is available for printing as User.pdf. The Quick Tips are one- and two-page graphic guides to common tasks such as starting conferences, scheduling with Outlook, and controlling remote desktops. 12 Integrated Conference Manager User s Guide

19 2 Managing Your Account After registering as a host on your conferencing system, you can access your My Conferences page, from which you schedule and manage conferences, manage your account and preferences, and access your address book. This chapter discusses the following topics: Using the My Conferences Page Editing Your Account Information Setting Your Host Preferences Using Your Address Book Integrated Conference Manager User s Guide 13

20 Managing Your Account 2.1 Using the My Conferences Page The My Conferences page is the central point from which you schedule and manage your conferences. Your Conference ID and dial-in number appear at the top of the page, and the body of the page lists four conference types: Conferences in Progress Scheduled Conferences Saved Conference Rooms Recorded Conferences This section introduces each part of the page and references other chapters for more information. 14 Integrated Conference Manager User s Guide

21 Using the My Conferences Page Managing Conferences in Progress The My Conferences page lists your conferences in progress. Usually this is one conference or none. This section displays: Item Date Time Duration Description The scheduled conference date (usually the current day). A red square ( ) indicates that there are no participants remaining in the conference room. The scheduled conference start time. A globe icon ( ) indicates that the conference was not scheduled relative to your default time zone. Hold the pointer over the globe to display a tooltip with the time zone details. The scheduled conference duration. Note that conferences are automatically extended while the room is being used, as long as there are ports available. Audio Displays a phone icon ( ) if the conference has an audio Web Subject Enter button Edit button End button component. The being recorded. icon indicates that the conference is currently Displays a monitor icon ( ) if the conference has a web component. Displays the conference subject. Enters the selected conference. See Rejoining a Conference in Progress on page 50 for more information. Edits the selected conference in progress. See Editing Conferences in Progress on page 46 for more information. Ends the selected conference. See Ending a Conference from the My Conferences Page on page 49 for more information. Integrated Conference Manager User s Guide 15

22 Managing Your Account Managing Scheduled Conferences The Scheduled Conferences section lists upcoming, scheduled conferences that have not yet started. This section displays: Item Date Description The scheduled conference date. Click or to change the month displayed. Time The scheduled conference start time. A globe icon ( ) indicates that the conference was not scheduled relative to your default time zone. Hold the pointer over the globe to display a tooltip with the time zone details. Duration The scheduled conference duration. Note that conferences are automatically extended while the room is being used, as long as there are ports available. Recurs Indicates a recurring conference series: indicates a conference is part of a series; indicates an exception from the series. Hold the pointer over the icon to display a tooltip with the recurrence pattern. Audio Displays a phone icon ( ) if the conference has an audio component. Web Subject Start button Set Up button Edit button Cancel button A icon indicates that the conference audio is scheduled to be recorded (though you can start and stop recording at any time during a conference). Displays a monitor icon ( ) if the conference has a web component. The conference subject. Starts the selected conference; you may start a conference up to 15 minutes before its scheduled start time. See Starting Scheduled Conferences on page 45. Launches the selected conference room so you can prepare it for an upcoming conference. See Pre-Setting a Conference Room on page 38. Edits the selected conference. See Modifying Scheduled Conferences on page 38. Cancels the selected conference. See Canceling Scheduled Conferences on page Integrated Conference Manager User s Guide

23 Using the My Conferences Page Managing Saved Conference Rooms The Saved Conference Rooms section lists conferences from which you have saved the web (conference room) portion. This section displays: Item Date Time Duration Subject Enter button Follow Up button Delete button Description The conference date. The conference start time. A globe icon ( ) indicates that the conference was not scheduled relative to your default time zone. Hold the pointer over the globe to display a tooltip with the time zone details. The actual conference duration. The conference subject. Launches the selected conference room. See Working with Saved Conference Rooms on page 89. Allows you to schedule a follow-up conference based on the selected conference room. See Hosting a Follow-up Conference on page 91. Deletes the selected conference. See Deleting a Saved Conference Room on page 92. Integrated Conference Manager User s Guide 17

24 Managing Your Account Managing Recorded Conferences The Recorded Conferences section lists conference recordings that you have saved (audio-only, or the audio portion of audio+web conferences). This section displays the following information: Item Date Recorded Time Length Size Description The conference date. The scheduled conference start time. A globe icon ( ) indicates that the conference was not scheduled relative to your default time zone. Hold the pointer over the globe to display a tooltip with the time zone details. The recording length (which may be shorter than the actual conference duration). Indicates the size of the saved audio file. When a conference is first saved, the size appears in red to indicate that it has not yet been compressed; black indicates compressed audio. You can download either type. See Recording Audio Conferences on page 86. Audio Displays a phone icon ( ) to identify an audio recording. Subject Download button Delete button Displays the conference subject. Downloads the selected recording to your PC. See Downloading and Playing Recorded Conferences on page 88. Deletes the selected recording. 18 Integrated Conference Manager User s Guide

25 Editing Your Account Information 2.2 Editing Your Account Information The My Account page allows you to update the account information you entered when you first registered on the conferencing system, and to download additional conferencing system components to assist you in planning and hosting conferences. To update your account information: Step 1. From the My Conferences page, click My Account. The My Account page appears. Step 2. Edit your account information as necessary: Item First Name Last Name Address Time zone Phone/Extension (optional) Conference ID PIN Confirm PIN Description Identifies you in web conferences, and appears in conference invitations. Address to which conference invitations are sent. Your time zone, for scheduling purposes. Your phone number or SIP address; allows the system to recognize you when dialing in from that number and allows hosts to dial out to themselves. Identifies your account any conferences that you host (4- to 12-digit number). Your password (a 4- to 8-digit number). Step 3. For information on the downloads, see Installing Optional Components on page 8. Click Save to save your changes. Integrated Conference Manager User s Guide 19

26 Managing Your Account 2.3 Setting Your Host Preferences Participant and Conference preferences are defaults that apply to each conference you host. You can override some of these defaults on a per-conference basis when scheduling the conference. You set your preferences on the My Preferences page. To set the default participant and conference preferences: Step 1. From the My Conferences page, click My Preferences. The My Preferences page appears. Step 2. Setting Set your Participant and Conference preferences (default settings are bold, though administrators are able to change the defaults): Options Participant Preferences Participant security level Use Conference ID only: Only the Conference ID is required to join the conference. Create PINs for participants: The Conference ID and a PIN is required to join the conference. Each participant is assigned a PIN when the conference is scheduled. Participant waiting room If your administrator allows Persistent Participant PINs, participants are assigned the same PIN for every conference. Allow participants to talk: Participants that join the conference prior to the host may speak with one another (unless the conference is set to begin in lecture mode). Play hold music: Participants that join the conference prior to the host are placed on hold until the host arrives. 20 Integrated Conference Manager User s Guide

27 Setting Your Host Preferences Setting Participant announcement method Options By recorded name: participants record their names when they first dial in to an audio conference. The recording is played as they enter or leave an audio conference, and when the host requests a roll call by name. Announcements may be useful in small conferences, but may frequently interrupt large conferences. By a tone: A tone plays each time a participant enters or leaves an audio conference. Roll call by name is unavailable. No announcement: No audio cues are played when participants enter or leave an audio conference. Roll call by name is unavailable. Conference Preferences Ad-Hoc conferences When I m not present in the conference When the conference ends When the conference starts Host must be present to start: Participants cannot start an ad-hoc conference prior to the host arriving. Participants can start without host: Participants may start an ad-hoc conference without the host present. Continue the conference until the scheduled end time: The conference ends at the scheduled time. End the conference after [15, 30, 45, 60] minutes: When you leave the conference, it continues for the specified amount of time. This setting also ends conferences that you allow to begin without you, if you have not joined the conference within the selected time frame. Allow conference to continue as long as there are ports available: If the conference continues beyond the scheduled end time, the conferencing system reserves ports if they are available; otherwise, the conference ends as scheduled. Delete the conference room: The conference room is deleted after the conference ends. Save the conference room: The conference room is saved when the conference ends; the host may access the saved conference from the My Conferences page. Start in normal mode: All conference participants may speak once the host joins the conference. Start in lecture mode: All participants are muted once they join the conference; this is equivalent to pressing *3 if leading the conference by phone, or clicking mute all if using the audio console. Step 3. Click Save. Integrated Conference Manager User s Guide 21

28 Managing Your Account 2.4 Using Your Address Book Integrated Conference Manager provides an address book for storing your contacts information; it is useful if you do not use Outlook or if you need to connect to the conferencing system in situations where Outlook is not available. Opening Your Address Book Adding Contacts Importing Contacts Editing Contacts Deleting Contacts Opening Your Address Book To open your address book: From the My Conferences page, click My Address Book. Your address book appears. 22 Integrated Conference Manager User s Guide

29 Using Your Address Book Adding Contacts You can add new people to your address book by copying them from the Global Address Book or from Outlook, or you can enter new information manually Copying Contacts from Other Address Books When you schedule a conference with the Conference Now or Conference Later wizards, you can copy contacts from the Global Address Book or from Outlook into your address book. Before you can add Outlook contacts to your address book, you must use the Outlook address book to add them to the participants list when scheduling a conference. To copy entries during scheduling: Step 1. From the Participants page of the Conference Now or Conference Later wizards, click Address Book. The Address Book window appears, displaying your address book entries in the left panel and the current conference participants in the right panel. Step 2. Step 3. Step 4. Select My Address Book from the Show Names From list. For each entry you want to copy, select a name from the right-hand list and click Store to add it to your address book. Click OK. Integrated Conference Manager User s Guide 23

30 Managing Your Account Adding Contacts Manually To manually add a new person to your address book: Step 1. From the My Conferences page, click My Address Book. Your address book appears. Step 2. Click New. Entry fields display at the bottom of the window. Step 3. Step 4. Step 5. Enter the information you have for the contact: First Name and Last Name address You can enter up to three addresses for each contact by using the pull-down list. SMS address (Short Message Service, e.g., text messaging) You can enter a provider name or select one of the more common provider extensions from the list. Work, Home, and Mobile phone numbers If your system is licensed for SIP, you may also enter a SIP address in place of a phone number. SIP address (SIP-licensed systems only) You must fill in the First Name, Last Name, and any other field before you can save the contact. Click Save to add the entry to the address book. Click Close. 24 Integrated Conference Manager User s Guide

31 Using Your Address Book Importing Contacts You can import contacts into the your address book from a Comma Separated Value (CSV) file. Note that importing contacts deletes the existing entries and replaces them with the contacts from the CSV file. Import a Comma Separated Value (CSV) file with the following fields in any order to specify the necessary information to create new contacts: Item Description Data Type Required FirstName First name of the contact 1-25 characters Yes LastName Last Name of the contact 1-25 characters Yes Contact s primary Valid address Yes address 2 Alternate address Valid address No 3 Alternate address Valid address No SMS SMS of the contact Valid SMS address No SIPAddress SIP address of the contact Valid SIP address No Work Contact s work phone. Valid phone number No Home Contact s home phone Valid phone number No Mobile Contact s mobile phone number Valid phone number No The first row of the CSV file must contain each column heading in exactly the form specified above. If data contains a comma, it must be enclosed in quotation marks. For example, a sample CSV file to import contacts might look like this: FirstName,LastName, , 2, 3,SMS,SIPAddress,Work,Home,Mobile Joanne,Rice,jrice@example.com,,,,, , , Bob,Woodard,bwood@example.com,woodb@example.com,,,,,,888-CALLBOB Amy,Jensen,ajensen@example.com,CFO@example.com,,,, ,, To add contacts to the your address book by importing a CSV file (using the sample data above): Step 1. From the My Conferences page, click My Address Book. Step 2. Click Import Contacts. Step 3. Step 4. Enter the file name or click Browse to locate the CSV file with your contact data. Click Next when you have specified the CSV file. Integrated Conference Manager User s Guide 25

32 Managing Your Account Step 5. Step 6. The import confirmation displays the data from the CSV file. Review the data and any errors displayed. If you need to make changes, click Cancel, correct the CSV file, and repeat the import process. Verify that you are importing the intended information, as all existing address book entries are replaced with the data you import. Click Finish to display the import results. Click Close to close the Import Contacts wizard Editing Contacts You can edit a person's information in your personal address book at any time. To edit an address book entry: Step 1. From the My Conferences page, click My Address Book. Step 2. Select the entry you want to edit by clicking on it and click Edit. The entry displays at the bottom of the window. Step 3. Step 4. Make any changes and click Save to update the information or Cancel to close the editing fields without making a change. Click Close when you are finished with your address book Deleting Contacts To delete contacts from your address book: Step 1. From the My Conferences page, click My Address Book. Step 2. Select the entry you want to delete and click Delete. Step 3. In the confirmation box, click OK. Click Close when you are finished with your address book. 26 Integrated Conference Manager User s Guide

33 3 Scheduling Conferences You can schedule conferences using the Integrated Conference Manager web interface or through Microsoft Outlook. Scheduling reserves ports on the conferencing system and sends invitations to your participants with instructions on joining the conference. You can also start a conference immediately without having to schedule it, as described in Starting Ad-Hoc Conferences on page 42. This chapter discusses the following topics: Scheduling Conferences with Integrated Conference Manager Scheduling a Conference Using Outlook About Conference Invitations Pre-Setting a Conference Room Modifying Scheduled Conferences Canceling Scheduled Conferences Integrated Conference Manager User s Guide 27

34 Scheduling Conferences 3.1 Scheduling Conferences with Integrated Conference Manager The Conference Later wizard allows you to schedule a conference in advance. The three pages allow you to specify basic conference details, invited participants, and conference options. After the conference is scheduled, each invitee receives an invitation with the conference information and instructions for joining the conference. To schedule a conference: Step 1. From the My Conferences page, click Conference Later. The Schedule Conference for Later window appears. Step 2. This window has three pages: Basics, Participants, and Options. Click Next (and Back) to move from page to page while entering conference information; you can click Finish at any point to schedule the conference. Fill out the Basics page: Item Audio Record Audio Web Port Availability Begin Description To reserve audio ports for the conference, select Audio and enter the number of ports to reserve. Select Record Audio to record the audio portion of the conference for future download or playback. (Your conferencing system must be licensed for recording.) To reserve web ports for the conference, select Web and enter the number of ports to reserve. Click Port Availability to view the number of available audio and web ports by date and time. See Checking Port Availability on page 34 for details. Select a date and time at which to start the conference. 28 Integrated Conference Manager User s Guide

35 Scheduling Conferences with Integrated Conference Manager Item Time Zone Duration Recurrence Subject Conference SIP Address Description Select the time zone for which the Begin fields apply. This field defaults to the time zone specified in your account preferences. If you specify a time zone for the conference other than the default (the time zone set in your account preferences), the My Conferences page displays a globe icon next to the conference time; holding the mouse over the globe displays a tooltip with the applicable time zone. Select the conference duration. Click Recurrence to configure a recurring conference. See Scheduling Recurring Conferences on page 33 Enter a conference subject. The subject identifies the conference in invitations and wherever conference information is displayed; the default is Host Name s Conference. If you are scheduling an audio conference and your conferencing system is licensed for SIP, enter the Conference SIP Address. The SIP address defaults to the conference Subject. The SIP address may contain letters, numbers, dashes, and underscores, but cannot contain spaces (e.g., Weekly_Staff_Meeting). SIP addresses must be unique across the conferencing system. Step 3. Click Next to view the Participants page. If you do not need to specify participants, click Next again to view the Options page, or click Finish to schedule the conference with the default options. You can add participants from conferencing system Address Books, from your Outlook address book, or by manually entering names. Integrated Conference Manager User s Guide 29

36 Scheduling Conferences To select participants: Item Description Outlook Click to add participants from the Outlook address book. See the Outlook Online Help for more information. Address Book Click to add participants from either the global address book, or your own. 1. Select an address book. 2. Select one or more participants and click Invite. 3. Click OK. See Using Your Address Book on page 22 for more information. [manual entry] 1. Click Click here... to open a text field. 2. Enter the Full Name, select or SMS, and enter the Address. If you select SMS, you can select a SMS suffix or enter your own. 3. Click (or press Enter or Tab) to add the name, or click to cancel it. 4. Press Enter. Create PINs for Participants View Availability To delete a participant, click the before their name. PINs add more security, and they allow the system to recognize participants as they enter the conference. Select this option to generate a unique PIN for each conference participant. If your administrator allows Persistent Participant PINs, participants are assigned the same PIN for every conference for which this option is enabled. Administrators also have the option of preventing hosts from viewing their invitees PINs. Click to check attendee availability using the Outlook calendar. Note: When you click Outlook (or try to use other Outlook functions such as View Availability) for the first time you may prompted to install the Outlook Add-In; see Installing the Microsoft Outlook Add-Ins on page Integrated Conference Manager User s Guide

37 Scheduling Conferences with Integrated Conference Manager Step 4. Click Next to view the Options page; or, if you do not need to set any options, click Finish. Item Description To specify the description, conference password, account code or preferences: Description Enter a conference description to include in invitations. Conference Password To require a password for conference entry, enter a 4-8 digit password. Account Code To assign an account code to the conference, enter 2-15 digits. Administrators can export conference records by account code, which can be used to track conferencing usage to cost centers for billing or other purposes. Preferences Click to override your default preferences for this conference only. See Setting Your Host Preferences on page 20 to change your defaults. Make changes if necessary (default values are in bold) and click OK. Participant announcement method By recorded name: participants record their names when they first dial in to an audio conference. The recording is played as they enter or leave an audio conference, and when the host requests a roll call by name. Announcements may be useful in small conferences, but may frequently interrupt large conferences. By a tone: A tone plays each time a participant enters or leaves an audio conference. Roll call by name is unavailable. No announcement: No audio cues are played when participants enter or leave an audio conference. Roll call by name is unavailable. Integrated Conference Manager User s Guide 31

38 Scheduling Conferences Item When I m not present in the conference When the conference ends When the conference starts Description Continue the conference until the scheduled end time: The conference ends at the scheduled time. End the conference after [15, 30, 45, 60] minutes: When the host leaves, the conference ends after the specified number of minutes have passed. This setting also ends conferences that you allow to begin without you, if you have not joined the conference within the selected time frame. Allow conference to continue as long as there are ports available: If the conference continues beyond the scheduled end time, the conferencing system reserves ports if they are available; otherwise, the conference ends as scheduled. Delete the conference room: The conference room is deleted after the conference ends. Save the conference room: The conference room is saved when the conference ends; the host may access the saved conference from the My Conferences page. Start in normal mode: All conference participants may speak once the host joins the conference. Start in lecture mode: All participants are muted once they join the conference; this is equivalent to pressing *3 if leading the conference by phone, or clicking mute all if using the audio console. Step 5. Click Finish to schedule the conference. You may also click Back to edit a previous page. A popup window confirms that your conference has been scheduled. 32 Integrated Conference Manager User s Guide

39 Scheduling Conferences with Integrated Conference Manager Scheduling Recurring Conferences You can schedule a series of regularly recurring conferences, all with the same dial-in number, Conference ID, PINs, and other details. To set the recurrence pattern: Step 1. From the Basics (first) page of the Conference Later wizard, click Recurrence. The Recurrence Pattern window appears. Step 2. Item Specify a Recurrence Pattern frequency and Range of Recurrence: Description Recurrence Pattern None Daily Weekly The conference occurs only once. Select a daily interval (specify Every n Days), or select Every Weekday. Specify a weekly interval (Recur Every n Weeks) and select the days of the week. Monthly Select a day of the month and specify the monthly interval, or Select a week of the month and day of the week, and specify the monthly interval. Yearly Select a day of the year, or Select a week of the month, day of the week, and the month. Range of Recurrence No End Date Schedule conferences indefinitely. End After n Occurrences Schedule a set number of conferences. End By Stop scheduling conferences after a particular date. Step 3. Click OK. The Recurrence field displays the specified pattern. Integrated Conference Manager User s Guide 33

40 Scheduling Conferences Checking Port Availability Ports are audio or web connections to the conferencing system; your conferencing system is licensed to support a set number of audio (phone line) and web (conference room connection) ports. On heavily used systems, checking Port Availability can help you find a given date and time when there are enough ports for your conference. The scheduling wizards automatically reserve ports when a conference is scheduled. In the unlikely event that others have reserved the necessary ports by the time you finish scheduling the conference, the system prompts you to change the time. One audio and one web port are always reserved for the host (so you can always join your conference). Once a conference begins, the conferencing system automatically reserves additional ports, if available, to support additional participants or longrunning conferences. To check port availability: Step 1. From the Basics (first) page of the Conference Later wizard, click Port Availability. The Port Availability window indicates whether there are enough ports (audio, web, or both, depending on your system and the specifics of the conference you re scheduling) available for the selected date and time. Green and Red markers delineate the conference time; blue bars identify periods when you cannot reserve the number of ports you requested. Step 2. To revise the number of ports, enter new numbers and click Refresh. Click on the calendar, or use the start/end time fields, to change the conference time. Use the start/end time fields to change the conference duration. Click Reset to restore your original settings from the Basics page. Click OK to return to the Basics page and save any changes; click Cancel to return without making changes. 34 Integrated Conference Manager User s Guide

41 Scheduling a Conference Using Outlook 3.2 Scheduling a Conference Using Outlook If you use Microsoft Outlook, you can install an add-in that allows you to schedule your conferences directly through Outlook. You can access your Outlook address book, invite participants (and check participant availability), and book recurring conferences just as you would with any other meeting. If you use Outlook to schedule conferences, try to do so consistently while scheduling activities in Outlook are synchronized to Integrated Conference Manager, any scheduling you do in Integrated Conference Manager is not synchronized back to Outlook. For example, conferences scheduled in Outlook but canceled from Integrated Conference Manager will not be removed from the Outlook calendar. If you do not see a File > New > Aastra Conference menu option in Outlook, see Installing the Microsoft Outlook Add-Ins on page 9. To schedule a conference: Step 1. Click the ICM Conference button on the toolbar, or choose File > New > ICM Conference. A new meeting form appears. Step 2. Complete the Appointment and Scheduling tabs as you normally would. Outlook passes the necessary scheduling information to Integrated Conference Manager: Participants Subject Conference time (start time, duration, time zone) Recurrence See the Microsoft Outlook Help for more information. Step 3. Click the Conference Details tab. The Conference Details tab displays the Integrated Conference Managerspecific fields. Integrated Conference Manager User s Guide 35

42 Scheduling Conferences Step 4. Complete the fields as necessary; only the Audio and Web Ports fields are required. Item Audio Record Audio Web Port Availability Create PINs for Participants Description Conference Password Account Code Description To reserve audio ports for the conference, select Audio and enter the number of ports to reserve. Select Record Audio to record the audio portion of the conference for future download or playback. (Your conferencing system must be licensed for recording.) To reserve web ports for the conference, select Web and enter the number of ports to reserve. Click Port Availability to view the number of available audio and web ports by date and time. See Checking Port Availability on page 34 for details. PINs add more security, and they allow the system to recognize participants as they enter the conference. Select this option to generate a unique PIN for each conference participant. If your administrator allows Persistent Participant PINs, participants are assigned same PIN for every conference for which this option is enabled. Administrators also have the option of preventing hosts from viewing their invitees PINs. Enter a conference description to include in invitations. To require a password for conference entry, enter a 4-8 digit password. To assign an account code to the conference, enter 2-15 digits. Providing an account code allows administrators to generate conference usage reports to use for billing (or other) purposes. Preferences Click to override your default preferences for this conference only. See Setting Your Host Preferences on page 20 to change your defaults. Make changes if necessary (default values are in bold) and click Finish. Participant announcement method By recorded name: participants record their names when they first dial in to an audio conference. The recording is played as they enter or leave an audio conference, and when the host requests a roll call by name. Announcements may be useful in small conferences, but may frequently interrupt large conferences. By a tone: A tone plays each time a participant enters or leaves an audio conference. Roll call by name is unavailable. No announcement: No audio cues are played when participants enter or leave an audio conference. Roll call by name is unavailable. 36 Integrated Conference Manager User s Guide

43 About Conference Invitations Item When I m not present in the conference When the conference ends When the conference starts Description Continue the conference until the scheduled end time: The conference ends at the scheduled time. End the conference after [15, 30, 45, 60] minutes: When the host leaves, the conference ends after the specified number of minutes have passed. Allow conference to continue as long as there are ports available: If the conference continues beyond the scheduled end time, the conferencing system reserves ports if they are available; otherwise, the conference ends as scheduled. Delete the conference room: The conference room is deleted after the conference ends. Save the conference room: The conference room is saved when the conference ends; the host may access the saved conference from the My Conferences page. Start in normal mode: All conference participants may speak once the host joins the conference. Start in lecture mode: All participants are muted once they join the conference; this is equivalent to pressing *3 if leading the conference by phone, or clicking mute all if using the audio console. Step 5. Click Send. Participants receive a meeting request via , for which they may select Accept, Tentative, or Decline as with any other meeting request. 3.3 About Conference Invitations When a conference is scheduled or modified, Integrated Conference Manager sends e- mail invitations to the host and all invited participants. As the host, you receive an e- mail copy of the invitation with a list of invited participants (and their PINs, if assigned). Conference invitations contain: Conference description and details A notice that the conference may be recorded, if recording is scheduled Instructions on joining the conference, as well as a link to automatically log the the participant into the conference Conference Password and PIN, if required If your administrator allows Persistent Participant PINs, participants are assigned same PIN for every conference for which PINs are automatically assigned. Administrators also have the option of preventing hosts from viewing their invitees PINs. A link to the System Test page to test PC compatibility A vcal (.vcs) attachment to open in a calendar application Participant response links (Accept, Tentative, Decline) Integrated Conference Manager User s Guide 37

44 Scheduling Conferences 3.4 Pre-Setting a Conference Room You can enter a conference room before the conference and set it up by adding documents, images, notes, polls, or whiteboard drawings. If your preferences allow participants to join a conference before you arrive, you can use the Options tab to allow participants to add documents or annotations before the conference begins. To set up a conference room: Step 1. Step 2. Step 3. Step 4. From the My Conferences page, select a conference from the Scheduled Conferences section. Click Set Up. The conference room launches. Set up the conference room as necessary. Chapter 6, Leading a Web Conference, describes how to use the conference room. Close the conference room window to save your changes. 3.5 Modifying Scheduled Conferences You can edit a scheduled conference at any point before it begins. You can modify conference details such as the date, time, reserved ports, or subject. You can also modify the participant list by adding new participants or deleting invited participants. You can modify conferences from the web interface or from Outlook; the procedure is the same. However, while changes you make in Outlook are copied to Integrated Conference Manager, changes you make in Integrated Conference Manager are not copied back to Outlook. To edit a scheduled conference: Step 1. Step 2. Step 3. Step 4. Step 5. From the My Conferences page, select a conference from the Scheduled Conferences section and click Edit. To edit a conference from Outlook, double-click on the conference in the Outlook calendar. If you are just changing the conference time, you can drag the meeting to a new spot on the Outlook calendar. If this is a recurring conference, specify whether you are editing one conference or the entire series. The first page of the Conference Later wizard appears. Edit any of the three pages as necessary. Click Finish. A popup window confirms that your conference has been modified and updated invitations are sent to participants if necessary. 38 Integrated Conference Manager User s Guide

45 Canceling Scheduled Conferences 3.6 Canceling Scheduled Conferences You can cancel a scheduled conference at any time until the scheduled start time. You can cancel the conference from either Outlook or Integrated Conference Manager, though canceling a conference in Integrated Conference Manager does not remove the conference from the Outlook calendar Canceling a Conference through Integrated Conference Manager The My Conferences page lists all of your scheduled conferences and allows you to select the one to cancel. You can cancel any type of scheduled conference via the web, whether scheduled via the web or Outlook. To cancel a scheduled conference via the web: Step 1. Step 2. Step 3. From the My Conferences page, select a conference from the Scheduled Conferences section. Click Cancel. A confirmation window appears. If this is a recurring conference, you are first asked to specify if you are deleting one occurrence or the entire series. Click OK to cancel the conference(s). The system sends a cancellation to all invitees, removes the conference from the scheduled conferences list and from invitees calendars, and frees any reserved ports Canceling a Conference through Outlook You can cancel a conference scheduled in Outlook and choose whether you want to notify invitees of the cancellation. To cancel a scheduled conference via Outlook: Step 1. Step 2. In your Outlook Calendar, select the conference you want to cancel and press Delete. If this is a recurring conference, specify whether you are editing one conference or the entire series. Step 3. Click or select File > Delete. A popup gives you the option to send cancellation notices. Integrated Conference Manager User s Guide 39

46 Scheduling Conferences 40 Integrated Conference Manager User s Guide

47 4 Starting and Ending Conferences There are two types of Integrated Conference Manager conferences that you can conduct: ad-hoc conferences and scheduled conferences. Ad-hoc conferences reserve ports immediately and start right away. Scheduled conferences include advance reservation of ports and advance invitations to participants. See Scheduling Conferences on page 27 for instructions on scheduling conferences. This chapter discusses the following topics: Starting Ad-Hoc Conferences Starting Scheduled Conferences Editing Conferences in Progress Ending or Leaving Conferences Rejoining a Conference in Progress Integrated Conference Manager User s Guide 41

48 Starting and Ending Conferences 4.1 Starting Ad-Hoc Conferences Integrated Conference Manager allows you to create quick, ad-hoc conferences without first scheduling them. Provided that ports are available, the conferencing system reserves two ports (audio, web, or both, as appropriate) for 15 minutes and starts the conference. The system extends the conference in 15-minute increments as long as ports are still available; additional participants can also join the conference if ports are available. When the ports are needed for a scheduled conference, you receive five-minute and one-minute warnings before the system ends the conference Starting an Ad-Hoc Audio Conference by Phone Integrated Conference Manager allows you to start an ad-hoc audio conference by phone, without first logging in though the web interface. You cannot set passwords or individual PINs when starting an ad-hoc conference by phone. To start an ad-hoc conference by phone: Step 1. Dial in to the conferencing system. Step 2. Enter your Conference ID and press #. Step 3. Press 1 to identify yourself as the host. Step 4. Enter your PIN and press #. Step 5. Press 1 to start a new conference. If you have dial-out privileges, you can add participants to the audio conference by dialing out to them; see Controlling a Conference by Phone on page 52. Participants may also dial in using your dial-in number and Conference ID. You can also launch the audio console to control the conference: Step 1. Log in to Integrated Conference Manager as a conference host. Step 2. Step 3. From the My Conferences page, select the conference from the Conferences In Progress list. Click Enter. The audio console appears; see About the Audio Console on page 53 for more information. 42 Integrated Conference Manager User s Guide

49 Starting Ad-Hoc Conferences Starting an Ad-Hoc Conference by Web After logging in to Integrated Conference Manager, the Conference Now wizard allows you to start ad-hoc audio and web conferences. You can configure conference participants and set conference options if necessary, or you can start the conference right away with the default settings. For more detailed information and scheduling procedures, see Scheduling Conferences with Integrated Conference Manager on page 28. To start an ad-hoc conference immediately, accepting all default options: Step 1. From the My Conferences page, click Conference Now. The Start Conference Now window appears. Step 2. Click Finish to begin the conference. To start an ad-hoc conference after specifying conference options: Step 1. From the My Conferences page, click Conference Now. The Start Conference Now window appears. Step 2. You can click Finish at any point in this procedure to begin the conference immediately with the currently specified options. Complete the Basics page: Item Audio Record Audio Web Port Availability Subject Conference SIP Address Description Audio ports are reserved by default; to start a web-only conference, deselect the Audio checkbox. Select Record Audio to record the audio portion of the conference for future download or playback. (Your conferencing system must be licensed for recording.) Web ports are reserved by default; to start an audio-only conference, deselect the Web checkbox. Click Port Availability to view the number of available audio and web ports; see 34 for more information. The subject defaults to Host Name s Conference; you may change it if necessary. The SIP address defaults to the conference Subject; you may change it if necessary. (SIP-licensed systems only) Integrated Conference Manager User s Guide 43

50 Starting and Ending Conferences Step 3. Click Next to display the Participants page. Step 4. You can retrieve names from Outlook or the conferencing system Address Book, or click to enter participants manually. See page 30 for instructions. Click Next to display the Options page. Set conference options as necessary: Item Conference Password Account Code Preferences Description To require a password for conference entry, enter a 4-8 digit password. To assign an account code, enter 2-15 digits. Administrators can export conference records by account code, which can be used to track conferencing usage to cost centers for billing or other purposes. Click to override your default preferences for this conference only. See Setting Your Host Preferences on page 20 to change your defaults. Step 5. Click Finish to begin the conference. 44 Integrated Conference Manager User s Guide

51 Starting Scheduled Conferences 4.2 Starting Scheduled Conferences As the host you can start a previously scheduled conference in two ways, by phone or through the Integrated Conference Manager web interface Starting a Conference by Phone You can dial in to the conferencing system by phone to start an audio-only or audio+web conference (though starting an audio+web conference by phone does not launch the audio console or conference room on your PC). Any participants dialing into the conference before you are placed on hold until you enter the conference, unless your preferences allow the conference to begin without you. To start the conference: Step 1. Dial in to the conferencing system at the scheduled time. You cannot begin a scheduled conference more than 15 minutes prior to its scheduled start time. If you dial in before then, or if no conference is scheduled, the system still prompts you to start an ad-hoc audio conference (in the same manner as Starting an Ad-Hoc Audio Conference by Phone on page 42). Step 2. Enter your Conference ID and press #. If you dial in from the SIP address or phone number (and your phone system passes ANI through) listed in your My Account page, the system recognizes you and allows you to begin the conference without entering your Conference ID Step 3. Press 1 to identify yourself as the host. Step 4. Enter your PIN and press #. The phone commands are described in Controlling a Conference by Phone on page Starting a Conference by Web You can start a previously scheduled conference (whether audio or web) from the My Conferences page. You cannot start a scheduled conference more than 15 minutes prior to its scheduled start time or after its scheduled end time. Step 1. From your My Conferences page select a conference from the Scheduled Conferences section. Step 2. Click Start. The audio console and conference room launch automatically, as appropriate for the conference type. If your conference includes an audio portion that you have not already started by phone, you can either dial in by phone or have the system dial out to you if you have dial-out permission. Any participants dialing into the conference before you are placed on hold until the you enter the conference, unless your preferences allow the conference to begin without you. In that case, audio participants are able to speak to each other, and web participants may use Chat. Integrated Conference Manager User s Guide 45

52 Starting and Ending Conferences Conference attendees can join a conference 15 minutes before the scheduled start time (if ports are available). Your conference preferences determine whether the conference can begin without you (see Setting Your Host Preferences on page 20). If you see a security warning when you first access the conference room, click Yes to run the installer. 4.3 Editing Conferences in Progress You can change the conference type and add new participants even after a conference has started. Any changes are reflected in new invitations sent to you and any new participants. To modify a conference in progress via the web: Step 1. Step 2. From the My Conferences page, select a conference from the Conferences in Progress list. Click Edit. The Edit Conference in Progress page appears. Step 3. Step 4. Step 5. Note that the Conference Type section does not appear if you are editing an audio+web conference. If the conference is audio-only or web-only, you may change the Conference Type. You may add web ports to audio-only conferences, or audio ports to webonly conferences. Select the box in the Conference Type section and enter the number of ports to add. Modify the participants list if necessary. Additional audio or web ports are automatically added to accommodate new participants. Click Finish. 46 Integrated Conference Manager User s Guide

53 Ending or Leaving Conferences 4.4 Ending or Leaving Conferences As the host you can manually end a conference at any time and disconnect all participants, or just leave the conference and allow participants to continue on without you for some period of time. You can specify the continuation time as you leave the conference, or allow your conference preferences to determine when the conference will end. The most direct way to end (or leave) a conference is to hang up the phone and close your conference room window (either or both, as appropriate) and letting your preferences determine what happens. See Setting Your Host Preferences on page 20 for more information. This section covers the following topics: Ending or Leaving by Phone Ending or Leaving a Conference from the Conference Room Ending a Conference from the My Conferences Page Ending or Leaving by Phone While in a conference (either audio or audio+web) you can end the conference using the phone commands Ending a Conference Ending a conference by phone immediately disconnects you and all participants from the audio and web (if appropriate) portions of the conference. To end a conference by phone: Step 1. Press *8. Step 2. Press 1 to confirm that you want to end the conference. Step 3. Hang up. Integrated Conference Manager User s Guide 47

54 Starting and Ending Conferences Leaving a Conference Instead of ending a conference, you can leave the conference while allowing it to continue. Leaving a conference by phone does not remove you from the web portion of an audio+web conference. To let your conference preferences determine how long the conference continues without you, just hang up the phone. To leave the conference and override your preferences: Step 1. Press *7. Step 2. When prompted, choose the length of time you would like the conference to continue after you disconnect: Press To continue for minutes 2 30 minutes 3 45 minutes 4 60 minutes 5 To disconnect all participants at the scheduled end time. Step 3. Hang up Ending or Leaving a Conference from the Conference Room You can end or leave any type of conference using the web. To end a conference: Step 1. From the conference room or audio console, click End Conference. The End Conference window appears. Step 2. Specify when the conference should end: To immediately end the conference, select End conference & disconnect all participants. To let the conference continue after you exit, select Disconnect me from the conference. 48 Integrated Conference Manager User s Guide

55 Ending or Leaving Conferences Step 3. Override your conference preferences if necessary: Preference When I m not present in the conference (available for the Disconnect option only) Options End the conference after [15, 30, 45, 60] minutes End the conference at the scheduled time When the conference ends Save the conference room (not available for audio conferences) Delete the conference room Step 4. Click OK. You can also disconnect from the audio portion of a conference via the audio console and let your conference preferences determine how long the conference continues: Step 1. Click Disconnect next to your name. Step 2. Click OK in the confirmation box Ending a Conference from the My Conferences Page You can end conferences directly from the My Conferences page, regardless of whether you are currently in the conference. While you are asked to confirm your action, you are not given the choice to save the conference room. To end a conference from the My Conferences page: Step 1. From the My Conferences page, select a conference from the Conferences in Progress section. Step 2. Step 3. A red square appears next to conferences with no remaining participants. You should end such conferences to free up its ports. Click End. The End Conference in Progress confirmation box appears. Click OK. All participants are immediately disconnected from the conference; your conference preferences determine whether the conference room is saved. Integrated Conference Manager User s Guide 49

56 Starting and Ending Conferences 4.5 Rejoining a Conference in Progress If you left a conference, you can rejoin the conference if it has not yet ended. If you left the audio portion of a conference, do one of the following: Redial the conference dial-in number and enter your Conference ID and PIN. From the My Conferences page, select a conference from the Conferences in Progress section, click Enter, and use the Dial Out controls to call yourself. If you are still connected to the web portion of an audio+web conference, click View Audio Console and use the Dial Out controls to call yourself. If you left the web portion of a conference, do one of the following: From the My Conferences page, select a conference from the Conferences in Progress section and click Enter. The conference room appears. If you are still connected to the audio portion of an audio+web conference, click View Conference Room on the audio console and click Enter. 50 Integrated Conference Manager User s Guide

57 5 Leading an Audio Conference You can host audio conferences either by phone or by using the Integrated Conference Manager audio console through your web browser (with which you also control the audio portion of an audio+web conference). Controlling the conference by phone provides access to the key functions such as dialing out to new participants, muting participants, starting and stopping conference recording, and ending the conference. The audio console supports additional features such as private conferencing, participant mute/hold/disconnect, and the who s talking indicator. This chapter discusses the following topics: Controlling a Conference by Phone About the Audio Console Managing the Conference Dialing Out from the Audio Console Recording Conference Audio Managing Participants Conferencing in Private Integrated Conference Manager User s Guide 51

58 Leading an Audio Conference 5.1 Controlling a Conference by Phone If you do not have access to a PC, you can lead an audio conference by phone. After dialing in to the conferencing system and identifying yourself (see Starting a Conference by Phone on page 45), you can use the following set of phone commands by pressing the * key and then a number: Command Description *0 Describes the phone commands. Return to the conference with ##. *1 Dials out to a new participant. After dialing out to a new participant, you have three options: ** to rejoin the conference with the new participant ## to disconnect the new participant and rejoin the conference *1 to disconnect the new participant and dial another number *2 Mutes or unmutes your line. *3 Mutes or unmutes all lines except your own (lecture mode). You can have conferences start in lecture mode automatically, as described in Setting Your Host Preferences on page 20. *4 Reads a roll call. You have two options: 1 to hear the number of participants 2 to hear a list of names (if participants recorded them upon entering the conference). *5 Locks or unlocks the conference. New participants cannot join a locked conference. *6 Records a conference greeting for new participants. *7 Disconnects you from the conference but allows participants to continue talking. 1 to continue for 15 minutes 2 to continue for 30 minutes 3 to continue for 45 minutes 4 to continue for 60 minutes 5 to continue until the scheduled end time 6 to continue as long as there are ports available *8 Disconnects all participants and ends the conference. *9 Starts or stops conference recording (if your system is licensed for recording). Many of the * commands remove you momentarily from the conference. For example, pressing *4 removes you from the conference, plays the roll call, and puts you back into the conference. 52 Integrated Conference Manager User s Guide

59 About the Audio Console 5.2 About the Audio Console The Integrated Conference Manager audio console allows you to control audio conferences conference online through your web browser. The audio console includes: Item Conference Info Dial Out controls Recording controls Description Displays the conference dial-in number and SIP address. If you have dial-out permission, allows you to dial out from the conferencing system and add participants. Starts, stops, and pauses conference recording. Participant list Lists the audio conference participants. A indicates the participant is also part of an accompanying web conference. Phone controls Standard controls mute, hold, and disconnect participants (and indicate the current mute/hold state for each). The private button places a participant into a private conference and indicates that status. Toolbar Provides access to conference management functions. Private conferences Tabs indicate separate private sub-conferences within the main conference. Integrated Conference Manager User s Guide 53

60 Leading an Audio Conference 5.3 Managing the Conference The audio console toolbar provides access to conference management options: Viewing Conference Information Viewing the Invitee List Sending a Quick Invitation Viewing the Conference Room Ending a Conference Viewing Conference Information Clicking Conference Info on the audio console toolbar displays basic conference information: the conference date and time, subject, host name and conference ID, and the SIP address if applicable. Conferences with a web component display this information in the conference room when you and your participants first join. You can also upload a picture to display next to the conference information to help identify the conference. To add a picture to the conference information: Step 1. Click Conference Info on the audio console toolbar. Step 2. Click Browse. Step 3. Navigate to and select an image. The image must be in GIF or JPG format, 125 x 100 pixels, and less than 30 KB. Step 4. Click Open. The image displays next to the conference information along with a Delete button that removes the image. Step 5. Click Close. If you upload a picture after participants have joined a web conference, press the F5 key to refresh participants browsers Viewing the Invitee List Clicking Invitee List on the audio console toolbar displays a list of people invited to the conference, invitees PINs if required, and the conference password if any. 54 Integrated Conference Manager User s Guide

61 Managing the Conference Sending a Quick Invitation Clicking Quick Invite on the audio console toolbar allows you to send invitations to new participants without leaving the conference. To send a quick invitation: Step 1. Click Quick Invite on the navigation toolbar. Step 2. Step 3. Enter the name and address of the person you want to invite. Click OK to send the invitation Viewing the Conference Room For audio+web conferences, click View Conference Room on the toolbar to display the web component of the conference. For audio-only conferences, you can click Add Web Conference to reserve web ports for the conference through the Edit Conference in Progress wizard. See Editing Conferences in Progress on page Ending a Conference Click End Conference on the toolbar to override your default conference-end preferences. See Ending or Leaving a Conference from the Conference Room on page 48. Integrated Conference Manager User s Guide 55

62 Leading an Audio Conference 5.4 Dialing Out from the Audio Console If your account has dial-out permission, you can dial out from the audio console to bring participants into the conference. To dial out to a participant: Step 1. If the Dial Out controls are not visible, click the tab. Step 2. Step 3. Step 4. Enter the participant s name and phone or SIP address, or click Choose Phone to select it from the address book. You may see a security warning when you click Choose Phone for the first time; click Yes to install the link to Outlook. Click Dial Now. The system dials out and connects the participant, creates a private conference named Dial Out if it does not already exist, and places the participant into that conference with you (the private buttons turn orange to indicate you are in a private conference). Click private next to the participant s name (and your own) to bring them into the main conference. Conferencing in Private on page 59 describes additional options. 5.5 Recording Conference Audio If your system is licensed for recording, the Recording controls appear in the lowerleft corner of the audio console. You can record audio conferences (and the audio portion of audio+web conferences) so you can later download the recording for playback. If you specified that a conference be recorded when you first scheduled it, recording begins immediately when the conference starts. However, you can start, pause, and stop conference recording at any time, whether you scheduled it or not. See Recording and Saving Conferences on page 85 for more information on recorded conferences. 56 Integrated Conference Manager User s Guide

63 Managing Participants 5.6 Managing Participants Once you have joined the conference as the host, the right side of the audio console allows you to manage audio participants. Your name always appears at the top of the list, followed by participants in the order they joined. The phone controls turn orange when active; a with active buttons. appears at the top of any column Item Participant name Description The way in which the participant joined the conference determines how they appear in the list: If you required PINs for the conference, the system displays the participant s name based upon the PIN they entered. If you did not require PINs but your phone system passes ANI information through, the system displays the participant s phone number. If the system has neither PIN nor ANI information, the system displays participant. If you dial out to the participant, the system displays the name you used on the Dial Out tab. Regardless of the information displayed, you can double-click on a participant name to edit it. Integrated Conference Manager User s Guide 57

64 Leading an Audio Conference Item mute hold disconnect lower Show who s talking Description Click mute (or mute all) to mute conference participants; click the button again to unmute. Participants hear an announcement when they have been muted or unmuted. You can have all conferences start in mute all mode (lecture mode) automatically, as described in Setting Your Host Preferences on page 20; you can also set this on a perconference basis by clicking on the Options page of the scheduling wizards. Click hold (or hold all) to put conference participants on hold; click the button again to return them to the conference. Participants hear an announcement when they are being placed on hold (at which point they hear music) or rejoining the conference. Click disconnect to disconnect a participant; click disconnect all to disconnect all participants except yourself. If you try to disconnect yourself, you are prompted to confirm your intention to leave the conference. Audio participants can raise their hands to be recognized by pressing *3 on their phone. Participants with raised hands are brought to the top of the list (and a lower button appears next to their name); if a participant in another private conference raises a hand, the tab turns blue. Click lower to lower a participant s hand after you recognize them. Note that raised hands in audio and web conferences are independent of each other. When selected, the current speaker is highlighted in green. 58 Integrated Conference Manager User s Guide

65 Conferencing in Private 5.7 Conferencing in Private You can divide audio conference participants into one or more private conference rooms, and move participants between them as necessary. You can create a new private conference in a number of ways: Use the Dial Out controls to call a new participant to create a private conference named Dial Out. Click private to place a participant in a new private conference (named Private). Thereafter, clicking private moves a participant to the first private conference (not counting Dial Out) Right-click on a participant and choose Move to New Private Conference (named Private) To create additional private conferences, right-click on a participant and choose Move to New Private Conference. Each new conference, other than Dial Out, is named sequentially (e.g., Private 2, Private 3); double-click on the conference tab to rename it. You may create up to 10 private conferences in addition to Dial Out. Two additional conference tabs appear when any private conference rooms are active: Main is the original conference room. All displays participants from all conference rooms combined. If Show who s talking is selected, the All tab identifies the speakers in each conference. To move participants between conferences, use the right-click menu: Move to options allow you to move individual participants to a different conference, a new conference, their previous conference, or back to the Main conference. Move All to Previous Conference moves each participant to the conference they previously attended. Move All to Main Conference returns all participants (from all conferences) to the Main conference. Integrated Conference Manager User s Guide 59

66 Leading an Audio Conference Private conference tabs are hidden when there are no participants remaining; all tabs are hidden when all participants return to the Main conference. Previously-created conferences remain as Move to options on the right-click menu. 60 Integrated Conference Manager User s Guide

67 6 Leading a Web Conference You conduct web conferences using the Integrated Conference Manager conference room. The conference room provides tools designed to help you manage and interact with your participants, share documents and applications, and collaborate in real time. As the host, you have access to all of the conference room tools and maintain complete control over the conference. You can also allow participants to use some conference room tools or temporarily take leadership and drive the conference. This chapter discusses the following topics: About the Conference Room Managing the Conference Managing Conference Participants Sharing Documents Sharing Applications Working in the Conference Room Integrated Conference Manager User s Guide 61

68 Leading a Web Conference 6.1 About the Conference Room The conference room allows the host and any participants designated as leaders to conduct the web conference with a number of collaboration tools. The conference room is comprised of six main areas: Toolbar Presentation area Resources Participant list Interaction tools Annotation tools 62 Integrated Conference Manager User s Guide

69 About the Conference Room Item Toolbar Presentation area Resources Participants Interaction tools Annotation tools Description The main conference room toolbar provides access to conference management functions. The presentation area is the common workspace that conference participants share. Any conference resources that you work with appear here. The Items for Viewing list provides access to application sharing, the cobrowser, notepad, and whiteboard. Any documents you share appear here. The Who is Here section lists the participants currently in attendance. Status icons indicate participants votes and raised hands, whether participants are also in an accompanying audio conference, and who is currently the conference leader. You can interact with your conference participants in a number of ways: Tally quick votes from participants Start an instant message-style chat Use the interactive Question and Answer tab You use the annotation tools to write on the whiteboard and to annotate shared documents. Integrated Conference Manager User s Guide 63

70 Leading a Web Conference 6.2 Managing the Conference The conference room toolbar provides access to conference management options: Viewing Conference Information Viewing the Invitee List Sending a Quick Invitation Viewing the Audio Console Ending a Conference Viewing Conference Information Clicking Conference Info on the conference room toolbar displays basic conference information: the conference date and time, subject, host name and conference ID, and the SIP address if applicable. Conferences with a web component display this information in the conference room when you and your participants first join. You can also upload a picture to display next to the conference information to help identify the conference. To add a picture to the conference information: Step 1. Click Conference Info on the conference room toolbar. Step 2. Click Browse. Step 3. Navigate to and select an image. The image must be in GIF or JPG format, 125 x 100 pixels, and less than 30 KB. Step 4. Click Open. The image displays next to the conference information along with a Delete button that removes the image. Step 5. Click Close. If you upload a picture after participants have joined a web conference, press the F5 key to refresh participants browsers. 64 Integrated Conference Manager User s Guide

71 Managing the Conference Viewing the Invitee List Clicking Invitee List on the conference room toolbar displays a list of people invited to the conference, invitees PINs if required, and the conference password if any Sending a Quick Invitation Quick Invite allows you to invite new participants without leaving the conference. To send a quick invitation: Step 1. Click Quick Invite on the conference room toolbar. Step 2. Step 3. Enter the name and address of the person you want to invite. Click OK to send the invitation Viewing the Audio Console For audio+web conferences, click View Audio Console on the toolbar to display the audio console from which you can control the audio portion of the conference. For web-only conferences, click Add Audio Conference to reserve audio ports for the conference through the Edit Conference in Progress wizard. See Editing Conferences in Progress on page Ending a Conference Click End Conference on the toolbar to override your default End Conference preferences. See Ending or Leaving a Conference from the Conference Room on page 48. Integrated Conference Manager User s Guide 65

72 Leading a Web Conference 6.3 Managing Conference Participants The central purpose of holding a web conference is interacting and collaborating with the participants you invite, and the conference room provides many ways to do so. This section discusses: Monitoring Participants Recognizing Raised Hands Transferring Leadership to a Participant Collecting Participant Input Chatting With Participants Interacting with Q & A Monitoring Participants The Who Is Here section of the conference room lists participants in the web conference, and the icons next to each name indicate status: Icon Description 1/1/2 Numbers indicate that a participant s hand is raised; a red highlight indicates that the participant has been recognized. See Recognizing Raised Hands on page 67. / Indicates Yes and No votes; see Taking a Quick Vote on page 68. The host s name always appears in bold. Names in black are active participants; names in gray are idle participants (holding the pointer over the name indicates how long the participant has been idle). A phone indicates that a web conference participant is also dialed in to the accompanying audio conference. / A dark baton identifies the current conference leader. A gray baton identifies participants who are capable of being the leader; participants without a baton are limited participants and may not lead the conference. See Transferring Leadership to a Participant on page Integrated Conference Manager User s Guide

73 Managing Conference Participants Recognizing Raised Hands To avoid interrupting a presentation, full participants can click to raise their hand and wait to be recognized. Numbers in the Who is Here list indicate the order in which hands were raised. To acknowledge the first participant, click. Their name becomes highlighted in red (for you and all participants) to indicate that they have the floor. To move on to the next participant, click again. That participant becomes #1 and highlighted, and the remaining hands in the queue are renumbered. Only the host can recognize raised hands. Note that raised hands in audio and web conferences are independent of each other Transferring Leadership to a Participant The host can transfer leadership of the conference to any full participant. That participant becomes the new leader and has control over most conference resources: Application sharing Document uploading and sharing (via the Add Document button) Whiteboard (except for polling) Annotation tools Cobrowser Notes The new leader can also pass leadership to another participant or back to the host, but cannot end the conference. The host can take back leadership at any time. To pass leadership: Click the baton by the new leader s name in the Who Is Here list. The participant s baton turns black and yours turns gray. To reclaim leadership: Click the baton next to your name in the Who Is Here list. Integrated Conference Manager User s Guide 67

74 Leading a Web Conference Collecting Participant Input There are two ways to collect and tally participant input: voting and polling. Voting is most useful for spontaneously collecting yes or no votes, while polling allows you to ask multiple choice questions. Polls are also saved with the conference room, so you create polls and save them on the whiteboard before a conference starts Taking a Quick Vote You can quickly survey your audience by asking a question and having participants vote or. You can also vote; click the other button to change your vote or click the same button again to clear the vote. The Who is Here list displays or next to each participant s name to indicate their choice, and the total vote count is displayed. Votes are visible to all participants. Click to clear all votes and reset the vote counter. Votes are not saved when the conference ends Polling Participants Polls are objects that you create on the Whiteboard. Each poll presents a question and offers multiple answers. Participants can see the tally as votes come in; poll votes are anonymous. To create a poll: Step 1. Select Whiteboard from the Items for Viewing list. The Add Poll button appears beneath the Items for Viewing list. Step 2. Click Add Poll. An empty poll box appears on the whiteboard and the Poll Question tab appears in the lower right corner of the conference room. Step 3. Step 4. Enter a poll Question and up to five Answers. Click Ask It to post the poll on the whiteboard. 68 Integrated Conference Manager User s Guide

75 Managing Conference Participants You can name your polls, minimize them until you want to show them, drag them to any position on the whiteboard, and delete them when you no longer need them. To edit a poll: To rename a poll, click and select Properties, enter a new name, click OK. To minimize the poll box click (or click and select Minimize). To restore a minimized poll box, double-click on its title bar (or click and select Restore). To move the poll box, click its title bar and drag it to a new location. To delete the poll box click (or click and select Delete) and then confirm the deletion. Polls and results are saved with the conference room Chatting With Participants The host and participants can send brief messages to each other through the Chat tab on the lower right side of the conference room. These messages can be broadcast to everyone attending the conference, or they can be sent privately between any two people. Chat transcripts are not saved with the conference room and will be lost any time the conference room is refreshed. To send a chat message: Step 1. From the conference room, click the Chat tab. Step 2. Select the message recipient from the Send to pull-down list. Chat messages are sent to Everyone by default. Step 3. Type your message in the input area below the Send to box and press Enter. Your message appears in the specified recipients Chat tab. Messages sent to Everyone are preceded by says, while one-to-one messages are preceded by whispers. If the recipients Chat tab is not active, their Chat tab becomes highlighted to indicate that they have received a message. Integrated Conference Manager User s Guide 69

76 Leading a Web Conference Interacting with Q & A The question-and-answer feature lets participants individually pose questions to the host. The question remains private until the host chooses to answer it, mark it as discussed, or delete it. Answered questions display on all participants screens. Questions appear in the upper portion of your Q&A tab. If your Q&A tab is not active, it becomes highlighted to notify you that a question is waiting. To address a question on the Q&A tab: Step 1. Click the Q&A tab if it is not active. The New Questions section lists unanswered questions in the order they were received, though you can respond to them in any order. Step 2. Choose to answer the question, mark it as discussed, or delete it: If you want to answer the question, click the Answer link, type your answer in the Post Answer tab, and click Answer. The question and answer appear in the Answered Questions section of participants Q&A tabs. If you want to answer a question verbally, click the Discussed link. The question appears in the Answered Questions section participants Q&A tabs with the answer in discussion. If you do not want to address the question, click the Delete link and then confirm the deletion. The question is removed from the My Questions section of the participant who asked it, and the number of unanswered questions (displayed on participants Q&A tabs) is decreased by one. To delete all answered questions from everyone s Answered Questions section, click Delete All Questions and confirm the deletion. 70 Integrated Conference Manager User s Guide

77 Sharing Documents 6.4 Sharing Documents You can share any type of document by uploading it to the conference room and then selecting it from the Items for Viewing list. You can then annotate it using the annotation tools Annotating Documents on page 81. Normally, only the host can upload documents. You can allow conference participants to add documents by selecting Add documents on your Options tab (an Add Document button then appears in all participants conference rooms). Document sharing requires a driver to be installed on each PC that uploads documents, as described in Installing the Document Sharing Print Driver on page 10. This section discusses the following topics: Uploading Documents Sharing Other Document Types Viewing and Annotating Shared Documents Solving Document Upload Errors Removing Shared Documents Uploading Documents Before sharing a document with other participants, you must upload the document into the conference room. To add a document to the conference room: Step 1. From beneath the Items for Viewing List, click. Step 2. Step 3. Step 4. Step 5. The Add Document wizard appears. Select a document type from the list and click Next. Integrated Conference Manager directly supports Microsoft Office documents (.ppt,.xls,.doc), Acrobat documents (.pdf), image files (.jpg,.gif), and text documents (.txt). To share another document type, select Other and see Sharing Other Document Types on page 72. If you selected a PPT document, the Conversion Type for PPT page appears. Select a conversion type and click Next. Maintain slide animations and transitions preserves PowerPoint effects, though you cannot annotate slides within the conference. Allow slides to be annotated removes PowerPoint effects and creates static slides that you can annotate. Click Browse, navigate to and select the file, and click Open. If you selected Other as the document type, select a file from the list. Uncheck the Automatically view after upload completes box if you do not want the file to immediately appear on participants screens. Integrated Conference Manager User s Guide 71

78 Leading a Web Conference Step 6. Click Finish. A progress bar indicates progress as the file is converted into a shareable format and uploaded to the conference room. When the upload is complete, the file appears in the Items for Viewing list. If the upload fails, see Solving Document Upload Errors on page Sharing Other Document Types If you want to share a document type that Integrated Conference Manager does not directly support, or if the document is too large to be converted, you can convert it to.sdf format using the Integrated Conference Manager print driver and then upload it. To convert other document types: Step 1. Open the document in the application that created it. Step 2. Choose File > Print from the application menu. Step 3. Select Integrated Conference Manager as the printer and click OK. The Integrated Conference Manager Print Driver is installed on your PC as part of the Document Sharing plug-in. Step 4. Select the Color Quality and rename the document if necessary. Select Normal Color to optimize the file for the best performance (which may reduce the color depth) or select Photo Color to maintain the original color depth. Step 5. Click OK. The Integrated Conference Manager print driver converts the file into a shareable (.sdf) format and saves it on your PC. After converting the document, you can select Other as the document type in the Add Document wizard. The wizard then presents you with a list of converted files to share Viewing and Annotating Shared Documents To display a shared document in the presentation area, select it from the Items for Viewing list. Slide navigation controls appear for multi-page documents: Click < or > to move backward or forward one page Click < or > to move to the first or last page of the document Select a page number from the drop-down list to view that page You can annotate shared documents; see Annotating Documents on page 81. Document annotations are not saved with the conference room. 72 Integrated Conference Manager User s Guide

79 Sharing Documents Solving Document Upload Errors When you select a document to share, Integrated Conference Manager converts and uploads the file while you are in the conference room. Very large documents may not upload successfully, in which case you have two alternatives: For PowerPoint documents, first try the Maintain slide animations and transitions option described in Uploading Documents on page 71. For other documents, try converting them to.sdf format as described in Sharing Other Document Types on page Removing Shared Documents You can remove documents from the Items for Viewing list at any time. If you granted participants permission to add documents, they are able to remove their own documents. To remove a shared document: Step 1. Right-click on a document in the Items for Viewing list. Step 2. Click Delete. Step 3. Click Delete again to confirm and remove the document. You can also delete converted.sdf documents when you no longer need them; these files are stored in C:\Documents and Settings\All Users\Application Data\Sonexis\ConferenceManager Print Driver\Documents by default. Integrated Conference Manager User s Guide 73

80 Leading a Web Conference 6.5 Sharing Applications Application sharing lets you share your PC desktop and applications with other conference participants. Participants initially see a full-screen view of your desktop or application in the presentation area of their conference rooms. Thereafter, participants see everything you do as it happens including pointer movements, scrolling, and typing. Participants are forced into Full Screen view when application sharing begins, and cannot privately view other resources while application sharing remains active. This section discusses the following topics: Application vs. Desktop Sharing Starting Application Sharing Granting and Regaining Control Pausing and Resuming Sharing Selecting a New Application to Share Stopping Sharing Tips for Better Performance Application sharing requires a driver to be installed on presenters PCs, as described in Installing the Application Sharing Driver on page 11. Limited participants cannot view or participate in application sharing Application vs. Desktop Sharing Before you consider passing control to a participant, note that sharing an application behaves somewhat differently than sharing your desktop: When sharing an application, the application window is maximized and brought to the front. When you start sharing your desktop, all open windows and applications are minimized to prevent participants from viewing windows you may not want to share. When you allow a participant to control an application, that participant has control of that application only. When you allow a participant to control your desktop, however, you are essentially transferring complete control of your PC the participant can change system settings, access network resources, and run applications as if sitting at your desk. Applications remain shared only while they are open and active. Minimizing or closing the application, or changing focus to another window pauses application sharing. Your desktop remains shared until you take control and pause or stop sharing. In either case, the Application Sharing icon appears in your Windows system tray to indicate that sharing is active. You access the application sharing menu by rightclicking the icon. Holding your pointer over the icon displays a tooltip identifying the shared application or desktop and whether sharing is active or paused. 74 Integrated Conference Manager User s Guide

81 Sharing Applications Starting Application Sharing The host or conference leader can start application sharing from the conference room, and then choose whether to share an application, share the desktop, or choose another participant to act as the presenter. To start application sharing: Step 1. In the Items for Viewing list, click Application Sharing. The Select Presenter window appears. Step 2. Select the presenter: Select yourself to be the presenter (the default) and click Next to display the Select Application window. OR Select another participant to be the presenter and click Start Sharing to display the Select Application window to that participant. The Select Application window displays for the presenter. Step 3. Step 4. Select Desktop or an open application from the What to view list. Select the View quality. Normal Color broadcasts 16-bit color (thousands of colors), which provides participants with excellent images for both text and graphics using a fraction of the bandwidth required for Photo Color. This setting is recommended for best performance. Photo Color broadcasts 32-bit color (billions of colors), which should be used only for sharing photographs or other documents where the most demanding color precision is important. This setting requires much more bandwidth than Normal Color and is slower. Integrated Conference Manager User s Guide 75

82 Leading a Web Conference Step 5. Click Start Sharing. When you start sharing your desktop, any open windows on your desktop are minimized to simplify the display. Participants see everything on your desktop in the presentation area of their conference rooms. When you start sharing an application, the application you choose comes to the front of your display. Participants see only the application you have chosen to share with them Granting and Regaining Control When application sharing is active, participants can request control of the presenter s shared desktop or application. (This is different than transferring leadership, which grants control of the conference room; see Transferring Leadership to a Participant on page 67.) Granting Control To grant control: Step 1. Right-click the icon and choose Share Control With to display a second popup menu with participants names. Step 2. A hand identifies participants who have requested control; a identifies the participant currently in control, if any. Select a participant to grant them control. A message tells the participant to click the mouse to take control. While in control, participants can only access the Stop Sharing and Help options on the application sharing menu Exchanging Control Your pointer echoes the participant s mouse movements, but only one person can have control at a time. You and the participant can exchange control with each other at any time by clicking the mouse. You can click your mouse to regain control, though the participant who had control can still claim control until you access the Share Control With list and select the participant s name to clear the Reclaiming Control To stop sharing control with a participant: Step 1. Click your mouse to regain control. Step 2. Right-click the icon, choose Share Control With, and select the participant s name to clear the. That participant is notified that control has been withdrawn. 76 Integrated Conference Manager User s Guide

83 Sharing Applications Automatically Accepting Control Requests You can configure application sharing to automatically accept control requests so participants can immediately take control upon request. When that participant clicks their mouse, you are notified that control has been taken. If a second participant requests control, control is passed on to that participant in the same manner. To automatically accept control requests: Step 1. Right-click the icon and choose Accept Control Requests Automatically. Any queued control requests are cleared and the first participant who requests control can take it. Participants can return control to you by clicking Stop Control, though you can regain control and turn off automatic acceptance at any time. To stop automatically accepting control requests: Step 1. Click your mouse to gain control. Step 2. Right-click the icon and choose Accept Control Requests Automatically to deselect it. Step 3. To take control away from the current participant, right-click the icon again, choose Share Control with, and select the participant s name to clear the. That participant is notified that control has been withdrawn Pausing and Resuming Sharing Applications remain shared only while they are open and active. Minimizing or closing the application, or changing focus to another window pauses application sharing (indicated by the flashing Application Sharing icon). Sharing resumes when you make the application active again. If you are sharing your desktop, or if you wish to work in the shared application, you must manually pause sharing: Right-click the icon and choose Pause Sharing. Participants see a notice that application sharing is paused and a static image of the last image broadcast before the pause. The Application Sharing icon flashes to indicate that sharing is paused, and any actions you take on your PC are not broadcast. When you are ready, you can resume sharing: Right-click the icon and choose Resume Sharing. The current view of your desktop or application is broadcast to participants. Integrated Conference Manager User s Guide 77

84 Leading a Web Conference Selecting a New Application to Share When sharing your desktop, you can switch between applications as you normally would, and participants can see you switch applications. When sharing an application, however, participants see only the active application so you must choose a new application from the Select Application window. If you wish to use the conference room, you can bring that window to the front without selecting a new application or pausing sharing. If you were sharing your desktop with participants, they see the conference room; if you were sharing an application, participants see a message that application sharing is paused. To select a new application: Step 1. Right-click the icon and choose Select Application. Step 2. Step 3. The Select Application window appears, and participants see a message that application sharing is paused. Select a new application to share. You can also change the color mode. Click Resume Sharing. The selected application is brought to the front and the broadcast resumes. If you choose to share the desktop, all open applications minimize and your desktop is broadcast. Clicking Resume Sharing without selecting anything resumes sharing with the same application Stopping Sharing When you stop application sharing, the conference room is brought back to the front, the conference information displayed in the presentation area, and the Application Sharing icon no longer appears in the system tray. You can stop application sharing in a few ways: Right-click the icon and choose Stop Sharing. From the Select Application window, click Stop Sharing. Bring the conference room to the front, change your View to Normal, and select another item in the Items for Viewing list Tips for Better Performance Sharing applications and maintaining a real-time view for conference participants requires a great deal of bandwidth to operate. Keep the following points in mind when planning your sharing session: Use application sharing when you want to demonstrate software in action, edit documents during the conference, or use remote control of a PC. If you are making live edits to a document, application sharing is quite useful. If not, just upload the document to the conference room and use document sharing for greatly improved performance. 78 Integrated Conference Manager User s Guide

85 Sharing Applications If you are browsing websites, the cobrowser provides much better performance than application sharing a web browser, especially when viewing pages with flash animations, video, or other bandwidth-intensive media. If you are visiting websites that require cookies or a login, you can use application sharing so each participant is not prompted for a login. Use Photo Color mode only when required for photographs or tasks requiring very precise color. Normal Color mode uses a fraction of the bandwidth. Use the Select Application window to switch between Normal and Photo Color during application sharing if necessary. Higher resolution displays require more bandwidth when application sharing; try setting your display resolution to 1024x768 or 1280x1024 for better performance. Integrated Conference Manager User s Guide 79

86 Leading a Web Conference 6.6 Working in the Conference Room The Items for Viewing list provides access to additional collaborative tools: Cobrowsing Web Sites Taking Notes Using the Whiteboard Annotating Documents Changing the Presentation Display Cobrowsing Web Sites When you click Cobrowser in the Items for Viewing list, the Integrated Conference Manager cobrowser appears in the presentation area of all participants conference rooms. The Cobrowser allows the conference participants to share the same page view while browsing the web. The cobrowser provides much better performance than if you shared a standard web browser with participants via application sharing. Participants can navigate on their own through pages in the Cobrowser, but their view is reset to match the presenter s each time the presenter displays a new page. To share a web page: Step 1. Step 2. Select Cobrowser from the Items for Viewing list. Type a URL in the Address field and press Enter. The web page appears in the presentation area. The Back, Forward, Stop, and Refresh buttons work as they do on a standard web browser Taking Notes When you click Notes in the Items for Viewing list, the Integrated Conference Manager notepad appears in the presentation area of all participants conference rooms. The notepad is a simple text editor into which you can type conference notes. The notepad contents are saved with the conference room at the end of a conference, though you receive an copy of the notes even if you do not choose to save the conference room. You can export the notepad to a text file at any point by clicking. 80 Integrated Conference Manager User s Guide

87 Working in the Conference Room Using the Whiteboard When you click Whiteboard in the Items for Viewing list, the Integrated Conference Manager whiteboard appears in the presentation area of all participants conference rooms. The whiteboard can be useful for creating conference agendas, notes, flowcharts, and so on. With respect to annotation, it behaves like other shared documents in the Items for Viewing list. You can draw or write using the annotation tools as described in Annotating Documents on page 81, as can participants if you grant them permission. To let participants use the whiteboard: Step 1. Click the conference room Options tab. Step 2. Select Use annotation tools. The annotation toolbar appears in all participant s conference rooms. Whiteboard annotations are saved with the conference room so you can work with them in follow-up conferences Annotating Documents You can use the annotation tools to draw on the whiteboard or to mark up shared documents. Only full participants can use the annotation tools; limited participants may only view the shared documents. Select Whiteboard or a shared document from the Items For Viewing list to display the annotation tools. Normally, only the host can see and use the annotation toolbar, though you can grant permission for participants to use the toolbar in one of two ways: To allow all participants to use the annotation tools, click the Options tab on and select Use annotation tools. To allow one participant to use the annotation tools, transfer leadership to that participant by clicking the next to their name in the Who is Here list. Your toolbar remains visible but you will be unable to use it until you resume leadership by clicking the next to your name. Whiteboard annotations are saved with the conference room so you can work with them in follow-up conferences; document annotations, however, are not saved. The following table describes the annotation tools. To clear the entire whiteboard, click and then confirm the deletion. Integrated Conference Manager User s Guide 81

88 Leading a Web Conference Task Drawing Freehand Procedure To draw freehand: 1. Click and select a line color. 2. Click. To erase freehand drawing: Drawing Objects 3. Hold the mouse button down to draw. 1. Click. 2. Hold the mouse button down to erase. You cannot use to erase portions of objects or text; select the object or text with and press Delete. To draw objects: 1. Click and select a line color. To move objects: 1. Click. To resize objects: 1. Click. To delete objects: 1. Click. 2. Click,, or to draw a line, rectangle, or ellipse. 3. Click and drag the mouse to create the shape. 2. Click and drag the object to a new position. 2. Click on the object, click on a handle, and drag out to resize the object. Typing Text To create text annotations: 2. Click on the object and press Delete (or click ). 1. Click and select a text color. 2. Click,,, or to create bold, italic, larger, or smaller text. 3. Click, click where you want to place the text, and then type. To move text: 1. Click and then click on the text so that a handle appears. 2. Click the handle and drag the text to a new location. To edit text: 1. Click and double-click the text you want to edit. 2. Select text and edit it, or reformat it using,,, or. To delete text: 1. Click and then click on the text so that a handle appears. 2. Press Delete (or click ). 82 Integrated Conference Manager User s Guide

89 Working in the Conference Room Changing the Presentation Display The presentation area is usually the focus of web conferences, as all shared documents and applications appear there. You can adjust the display, as can participants however, changing your view resets all other participants views. Participants may also view other resources privately until you change modes and reset their display. The View menu allows you to switch between standard and full-screen views: Normal view displays the full conference room with the presentation area as well as the resources and tools on the right side of the conference room window. Full screen maximizes the presentation area to fill the entire screen and hides other conference room components. All participants are forced into Full Screen mode when the presenter starts application sharing, though you can view the presenter s desktop or application at its actual resolution or scaled to fit your display. Fit to window (default) scales the desktop or application to fit your conference room presentation area. Actual size displays the desktop or application at the presenter s resolution. If your display cannot match the resolution, scroll bars let you adjust your view. Integrated Conference Manager User s Guide 83

90 Leading a Web Conference 84 Integrated Conference Manager User s Guide

91 7 Recording and Saving Conferences If your conferencing system is licensed for recording, you can record and save conference audio on the conferencing system, or save both audio and web content onto your PC with additional software. After the conference you can download the recordings for playback and distribution. You also have the ability to save conference rooms and their content for use in additional follow-up conferences. Note that saving a conference room is independent of recording a conference recording saves the conference audio and web interaction, but the room contents (such as uploaded documents) are preserved only by saving the conference. This chapter discusses the following topics: Recording Synchronized Conferences Recording Audio Conferences Working with Saved Conference Rooms Integrated Conference Manager User s Guide 85

92 Recording and Saving Conferences 7.1 Recording Synchronized Conferences Integrated Conference Manager can record and save conference audio, and save the state of a conference room when the conference ends. You can also record conference room actions with synchronized audio (much like a movie) by installing the BB FlashBack screen recorder (see page 11). Once recorded and saved to your PC, you can view, edit, and distribute the recording. You have two options for recording audio content: To record only your voice, connect a microphone to your sound card. To record all conference audio, connect a telephone to your sound card using a telephone adapter; Blueberry recommends the DynaMetric TMP-636 PC telephone interface see To learn more about BB FlashBack: Step 1. From the My Conferences page, click My Account. Step 2. Click BB FlashBack Recorder. A new browser window launches and displays the Blueberry BB FlashBack product page, from which you can read more about the product, download an evaluation copy, or purchase a license. 7.2 Recording Audio Conferences If your conferencing system is licensed to record audio, Integrated Conference Manager can record your conferences and save an audio file that you can access from your My Conferences page. This section discusses the following topics: Recording Conference Audio Downloading and Playing Recorded Conferences Deleting Recorded Conferences Recording Conference Audio You can specify that a conference be recorded when you first schedule it, though you can still start and stop recording at any time by phone or from the audio console: From the phone, press *9 to start and stop recording. From the audio console, use the Recording controls to start, stop, and pause the recording. If you checked Record Audio when scheduling the conference, participants conference invitations include a notice that the conference may be recorded. Once a conference begins, all conference participants hear an announcement that the conference may be recorded. If you stop and restart recording during the conference, only you hear the recording status. 86 Integrated Conference Manager User s Guide

93 Recording Audio Conferences The Recorded Conferences section of the My Conferences page lists your recorded audio conferences. This section displays the following information: Item Date Recorded Time Length Size Description The conference date. The scheduled conference start time. A globe icon ( ) indicates that the conference was not scheduled relative to your default time zone. Hold the pointer over the globe to display a tooltip with the time zone details. The recording length (which may be shorter than the actual conference duration). Indicates the size of the saved audio file. The conferencing system automatically compresses saved audio files after a conference ends. The Size column initially displays the audio file size in red to indicate that it is in the process of being compressed. After the compression is completed, the Size column displays the file size in black to indicate that it has been compressed. You can download either type. Audio Displays a phone icon ( ) to identify an audio recording. Subject Download button Delete button Displays the conference subject. Downloads the selected recording. Deletes the selected recording. Integrated Conference Manager User s Guide 87

94 Recording and Saving Conferences Downloading and Playing Recorded Conferences When you end a conference that has been recorded, Integrated Conference Manager saves the conference audio in a single audio file that you can then download and play back. Conference recordings are initially saved as uncompressed WAV files, and the Recorded Conferences section of the My Conferences page displays the size in red to indicate that the file has not yet been compressed. After the file is compressed, the system saves it in WMA (Windows Media Audio) format and deletes the WAV file; the Recorded Conferences section then displays the file size in black. The conferencing system sends you an with a link to download the file after it is compressed (though you can download and play the uncompressed WAV file if the compressed WMA file has not yet been created). To download a recorded conference: Step 1. Step 2. Step 3. Step 4. Step 5. Step 6. From the My Conferences page, select a conference from the Recorded Conferences section. Click Download. Click Save in the File Download window. Specify a file name and location and click Save. Click Close to close the File Download window. Double-click the file to open it. Both QuickTime and Windows Media Player support WAV files. WMA files are native to Windows Media Player, though you can download the Windows Media Components for Quicktime from Microsoft Deleting Recorded Conferences Audio files from recorded conferences can be quite large, so you should periodically remove them from the Integrated Conference Manager server to save disk space. Download audio files to your PC before deleting them (if you think you may need them), as there is no way to retrieve an audio file once deleted. To delete a recorded conference: Step 1. Step 2. Step 3. From the My Conferences page, select a conference from the Recorded Conferences section. Click Delete. Click OK to confirm the deletion. 88 Integrated Conference Manager User s Guide

95 Working with Saved Conference Rooms 7.3 Working with Saved Conference Rooms Conference rooms, and all of their content, are usually deleted when a conference ends. You can, however, choose to save the contents of a conference room on the Integrated Conference Manager server. You can re-enter a saved conference room to review or retrieve the contents, make changes if necessary, and prepare to re-use the room to host a follow-up conference. For example, you can save a conference room with all of your notes and diagrams, and then re-use the room to present the same lecture again. This section discusses the following topics: Saving a Conference Room Managing Saved Conference Rooms Entering a Saved Conference Room Hosting a Follow-up Conference Deleting a Saved Conference Room Saving a Conference Room When you save a conference room at the end of a conference, much of the conference setup information and most of the conference room content is saved: Saved setup information Conference duration Port configuration Record conference setting Subject Password Preferences Security level Participant list Saved conference content Uploaded documents Whiteboard diagrams Notes Polls Questions Items that are not saved include chat transcripts and document annotations. Your host preferences determine whether conference rooms are normally saved or not, though you can also override your preferences either during conference scheduling or as you end a conference. To edit your default save preferences: Step 1. From the My Conferences page, click My Preferences. Step 2. Select a save option from the When the conference ends list. Step 3. Click Save. Integrated Conference Manager User s Guide 89

96 Recording and Saving Conferences To override your save preferences when scheduling a conference: Step 1. While scheduling a conference with the Conference Now or Conference Later wizards, go to the Options (third) page of the wizard and click Preferences. If you are using Outlook, click the Aastra tab and then click Preferences. Step 2. Select a save option from the When the conference ends list. Step 3. Click OK. To override your save preferences as you end a conference: Step 1. From the audio console or conference room, click End Conference. The End Conference window appears. Step 2. Select a save option from the When the conference ends list. Step 3. Click OK Managing Saved Conference Rooms Your saved conference rooms are listed on the My Conferences page. This section displays: Item Date Time Duration Subject Enter button Follow Up button Delete button Description The conference date. The conference start time. A globe icon ( ) indicates that the conference was not scheduled relative to your default time zone. Hold the pointer over the globe to display a tooltip with the time zone details. The actual conference duration. The conference subject. Launches the selected conference room. Schedules a follow-up conference based on the selected conference room. Deletes the selected conference. 90 Integrated Conference Manager User s Guide

97 Working with Saved Conference Rooms Entering a Saved Conference Room As the host, you can go back to any of your saved conference rooms to review any saved materials from the conference. You can also re-set the conference room as necessary to prepare for a follow-up conference (see Hosting a Follow-up Conference on page 91). To enter a saved conference room: Step 1. Step 2. Step 3. From the My Conferences page, select a conference from the Saved Conference Rooms list. Click Enter. The conference room launches. You can prepare the conference room as necessary by adding documents, images, notes, polls, etc. Close the conference room window to save your changes Hosting a Follow-up Conference You can use saved conference rooms as a starting point for follow-up conferences, reusing the setup information and any saved resources. Saved conference rooms are especially ideal for hosting ad-hoc conferences since your conference materials can already be saved in the room and you can start immediately. To start a follow-up conference using a saved conference room: Step 1. Step 2. From the My Conferences page, select a conference from the Saved Conference Rooms section. Click Follow Up. The Follow Up Conference window appears. Step 3. Select a Conference Room option: Option Use same room Use copy of room Use a new room Description Re-uses the saved conference room, preserving conference setup information (conference type and record setting, password and account code, participant list, etc.) and all saved items in the room (documents, images, polls, etc.). This is the default setting. Creates a conference in a copy of the saved conference room (as with Use same room). However, you can enter the conference room and save changes to it without affecting the original saved conference room. Uses the conference setup information from the saved conference, but creates an empty conference room without any previously saved items. Integrated Conference Manager User s Guide 91

98 Recording and Saving Conferences Step 4. Choose whether to start the conference now or later: Click Follow Up Now to display the Conference Now wizard; change the setup information as necessary and click Finish to begin the conference. See Starting an Ad-Hoc Conference by Web on page 43 for details. Click Follow Up Later to display the Conference Later wizard; change the setup information as necessary and click Finish to schedule the conference. invitations are sent to invitees and the follow-up conference appears as a scheduled conference on your My Conferences page Deleting a Saved Conference Room You can delete a saved conference room (and any saved items within it) at any time to free disk space. Once a conference is deleted, it cannot be recovered. To delete a saved conference room: Step 1. Step 2. Step 3. From the My Conferences page, select a conference room from the Saved Conference Rooms section. Click Delete. Click OK. 92 Integrated Conference Manager User s Guide

99 8 Participating in a Conference There are two types of Integrated Conference Manager conferences: audio and web (both can be combined, as well). Depending on the conference type, the host may dial out to you over the phone or send you an invitation with the information you need to join the conference. Attending the conference as a participant requires little preparation or training. When audio conferencing, muting your line and raising your hand are essentially your only options. In a web conference, you can view the conference room along with any shared applications or documents, chat with participants and ask questions of the host, and register your opinions in polls and votes. The host may also let you take leadership of the conference at times. This chapter discusses the following topics: Joining Conferences as a Participant Participating in a Web Conference Integrated Conference Manager User s Guide 93

100 Participating in a Conference 8.1 Joining Conferences as a Participant There are two basic types of conferences, audio and web: Joining an Audio Conference Joining a Web Conference Joining an Audio Conference If you receive an invitation to an audio conference, the invitation contains all of the information you need to join the conference. The host may also dial out to you and bring you directly into the conference. To join an audio conference as a participant: Step 1. Call the dial-in number at the time specified in your invitation. Step 2. Enter the Conference ID from the invitation, when prompted. Step 3. Press 2 to join a conference, if prompted. If the host has already arrived, you will not be prompted to press 2. Step 4. Enter the PIN from your invitation, if prompted. Step 5. Enter the conference password from your invitation, if prompted. Step 6. Record your name, if prompted, so the system can announce you when you connect to the conference. There are a few status announcements that you may hear during a conference: That the conference is being recorded That you are entering the main conference or a private conference That the conference is in lecture mode (all participants are muted) That you have been muted or put on hold That your hand has been raised or lowered That the conference is ending Hosts may let participants speak freely during the conference, or the host may mute participants at will. There are four phone commands that you use by pressing * followed by the command. The following phone commands are available to participants: Press Command *0 Plays a list of phone commands. Press ## to return to the conference. *1 Plays back your PIN, if it was required. *2 Mutes or unmutes your line. *3 Raises your hand, to notify the host that you want to speak (applies mainly to situations where participants are muted while the conference is in progress). Press *3 again if you wish to lower your hand before being recognized. To leave the conference, hang up your phone. 94 Integrated Conference Manager User s Guide

101 Joining Conferences as a Participant Joining a Web Conference If you received an invitation to join a web conference, it contains a link to the Integrated Conference Manager Log In page. The invitation also contains the Conference ID, as well as a PIN or conference password if required by the host. If you have never participated in a Integrated Conference Manager conference before, follow the System Test link in the invitation or click System Test from the Log In page (see Testing Your System on page 2). If your PC cannot pass the test, you can still join the conference in a more limited capacity; see About Limited Participants on page 4. To log in as a participant: Step 1. From the Log In page, click Participant Log In. The Participant Log In page appears. Step 2. Enter the Conference ID and click Next. The Participant Log In page appears; the fields on this page vary, depending upon the conference requirements. Step 3. Enter the information as prompted: If the conference does not require a PIN or password, enter your First and Last names and your address. If the conference requires a PIN but not a password, enter your PIN. If the conference requires a password but not a PIN, enter the Password, your First and Last names, and your address. If the conference requires both a PIN and password, enter the PIN and Password. Step 4. Click Log In. The conference room appears. Integrated Conference Manager User s Guide 95

102 Participating in a Conference 8.2 Participating in a Web Conference As a full web conference participant, you join the conference via the web and interact with the host and other participants using the available collaboration tools. This section discusses the following topics: About the Conference Room Seeing Other Participants Raising Your Hand Changing the Presentation Display Expressing Your Opinion Chatting During a Conference Asking Questions via Q & A Driving the Conference About the Conference Room The conference room allows the host and any participants designated as leaders to conduct the web conference. The conference room is comprised of six main areas: Toolbar Presentation area Resources Participant list Interaction tools Annotation tools 96 Integrated Conference Manager User s Guide

103 Participating in a Web Conference Area Toolbar Presentation area Resources Participants Interaction tools Annotation tools Description The main conference room toolbar provides access to online help and information about the conference. The presentation area is the common workspace that conference participants share. Any conference resources being worked with appear here. The Items for Viewing list provides access to application sharing, the cobrowser, notepad, and whiteboard. If you have permission to share a document, it appears here. The Who is Here section lists the participants currently in attendance. Status icons indicate participants votes and raised hands, whether participants are also in an accompanying audio conference, and who is currently the conference leader. The conference host appears in bold. You can interact with the conference host and other participants in a number of ways: Cast votes Start an instant message-style chat Use the interactive Question and Answer tab Raise your hand If you have permission, you can use the annotation tools to write on the whiteboard or annotate shared documents. Integrated Conference Manager User s Guide 97

104 Participating in a Conference Seeing Other Participants The Who Is Here section of the conference room lists participants in the web conference, and the icons next to each name indicate status: Icon Description 1/1/2 Numbers indicate raised hands; the order indicates each participant s order in the queue. A red highlight indicates that the speaker has been recognized by the host. See Raising Your Hand on page 98. / Indicates Yes and No votes; see Voting on page 100. The host s name always appears in bold. Names in black are active participants; names in gray are idle participants (holding the pointer over the name indicated how long the participant has been idle). A phone indicates that a web conference participant is also dialed in to the accompanying audio conference. A dark baton identifies the current conference leader. See Taking Leadership on page Raising Your Hand To avoid interrupting the host during a presentation, you can click to raise your hand and wait to be recognized. Numbers in the Who is Here list indicate the order in which hands were raised. When the host acknowledges the first participant, their name becomes highlighted in red to indicate that they have the floor. When the host moves on to the next participant, that participant becomes #1 and highlighted, and the remaining hands in the queue are renumbered. To lower your hand before being recognized, click again. Note that raised hands in audio and web conferences are independent of each other. 98 Integrated Conference Manager User s Guide

105 Participating in a Web Conference Changing the Presentation Display The presentation area is usually the focus of web conferences, as all shared documents and applications appear there. Full participants can, however, independently control the conference view Changing the Presentation View The View menu on the toolbar allows you to switch between standard and full-screen views: Normal view displays the full conference room with the presentation area and other components. Full screen maximizes your browser window and the presentation area to fill your screen. The toolbar remains, though all other conference room components are hidden. You can change your view to suit your preferences. If the conference leader changes their view, however, then yours is reset to match it. Limited participants may only use the Normal view Changing Your Display Size During Application Sharing During application sharing, you may view the presenter s desktop or application at its actual resolution or scaled to fit your display. Fit to window (default) scales the desktop or application to fit your conference room presentation area. Actual size displays the desktop or application at the presenter s resolution. If your display cannot match the resolution, scroll bars let you adjust your view Viewing Resources Privately You may independently view any uploaded document, whiteboard, notepad, or the cobrowser during a conference by selecting it from the Items for Viewing list. Any time the host selects a different page or resource, however, your display resets to mirror it. Only the conference leader can enter an address in the cobrowser, though participants can click on any displayed links to navigate through the website. Again, if the host navigates to a different page then your display resets to mirror it. You cannot view other resources while application sharing is running. Integrated Conference Manager User s Guide 99

106 Participating in a Conference Expressing Your Opinion There are two ways a host can collect and tally participant input: voting and polling. Voting is most useful for spontaneously counting yes or no votes, while polling allows the host to ask multiple choice questions Voting If the host wants to quickly survey the audience, you may be asked to cast your vote by clicking or. Click the other button to change your vote or click the same button a second time to clear the vote. The Who is Here list displays or next to each participant s name to indicate their choice, and the total vote count is displayed. Votes are visible to all participants Answering Polls Polls are objects that the host creates on the Whiteboard. Each poll presents a question and offers multiple answers. You may answer each poll once, and you can see the tally as votes come in. Your vote remains anonymous, even from the host. When presented with a poll, you can click a button or select an answer from a list, depending upon the number of choices. The results are tabulated and displayed in real time. 100 Integrated Conference Manager User s Guide

107 Participating in a Web Conference Chatting During a Conference You can send brief messages to the host and other participants through the Chat tab on the lower right side of the conference room. These messages can be broadcast to everyone attending the conference, or they can be sent privately between any two people. To send a chat message: Step 1. Click the Chat tab. Step 2. Select the message recipient from the Send to pull-down list. Chat messages are sent to Everyone by default. Step 3. Type your message in the input area below the Send to box and press Enter to send it. Your message appears in the specified recipients Chat tab. Messages sent to Everyone are preceded by says, while one-to-one messages are preceded by whispers. If the recipients Chat tab is not active, their Chat tab becomes highlighted to indicate that they have received a message. Likewise, your Chat becomes highlighted if you receive a message while viewing the Q&A tab. Integrated Conference Manager User s Guide 101

108 Participating in a Conference Asking Questions via Q & A The question-and-answer feature lets you pose questions directly to the conference. Your question remains private until the host chooses to answer it, mark it as discussed, or delete it. Answered questions display on all participants screens. Questions appear in the upper portion of your Q&A tab. If your Q&A tab is not active, it becomes highlighted to notify you that a question is waiting. To ask a question: Step 1. Click the Q&A tab. Step 2. Type your question in the New Questions area and click Ask Question. Your question is submitted privately to the host, moves to your My Questions area, and the count of queued questions goes up by 1. The host does not need to address questions in the order received. Step 3. The host can do one of three things: Answer your question, in which case your question and the answer appear in the Answered Questions section. Mark the question for discussion, in which case your question and the answer in discussion appear in the Answered Questions section. Delete your question, in which case your question disappears from your My Questions section but does not reappear in the Answered Questions section. In any case, the count of queued questions goes down by Integrated Conference Manager User s Guide