AT&T Connect Participant Application for Mac User Guide

AT&T Connect Participant Application for Mac User Guide v9.3 May 2012 Versions from 8.2 to 9.3 support back-end systems from versions 8.2 to 9.2.

Published by: AT&T Intellectual Property Product: AT&T Connect Title: Participant Application for Mac User Guide Product version: v9.3 Publication date: 5/2/2012 Reference number: CONMACUG Revision number 02 Disclaimer 2012 AT&T Intellectual Property. All rights reserved. AT&T, the AT&T logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. All other marks contained herein are the property of their respective owners. AT&T Proprietary. Product Version: v9.3

AT&T Connect Participant Application For Mac User Guide About This Guide This User Guide introduces you to AT&T Connect Participant Application for Mac and describes its virtual conference room. Those who are only participating in an AT&T Connect Participant Application for Mac conference (participants) need only read Chapters 1, 2 and 4 in this guide. Those who are hosting an AT&T Connect Participant Application for Mac conference should read the entire guide. Published: 5/2/2012 3

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Contents Contents 1. Getting Started... 11 Features... 11 What You Need... 12 2. Joining a Conference... 13 Joining a Conference by Email... 13 Joining a Conference from your Calendar... 14 Connecting Your Audio... 14 Using the Call Me Feature... 15 Connecting Using Voice-over-Computer Audio... 15 Dialing in to the Conference... 15 Connecting Your Audio during a Conference... 16 3. Participating in a Conference... 17 Entering the Conference Room... 17 What Do You See in a Virtual Conference Room?... 17 Toolbar... 18 Participants Panel... 19 Notes Panel... 20 Whiteboard... 20 Menu Bar... 20 What Can You Do in the Conference Room?... 20 Mute and Unmute Your Microphone... 21 Use Emoticons to Express Your Mood, Opinion and More... 21 Invite Others by Email... 22 View Content on the Whiteboard... 22 Write Meeting Minutes... 24 Send Notes... 25 Participate in a Poll... 26 Exit the Conference... 26 Accessing Past Conferences (Lists Panel)... 27 What you See... 27 Published: 5/2/2012 5

Participant Application for Mac User Guide What you Can Do... 28 4. Starting a Conference (Hosts)... 29 Activating your AT&T Connect Account... 29 Activating from the Registration Email... 29 Activating from Previous Email Invitations... 31 Starting a Conference... 31 Setting a Security Code (Optional)... 31 Inviting Participants... 32 Inviting Participants by Email... 32 Inviting Participants by Copying the Conference Address... 32 Inviting Participants by Copying the Conference Invitation... 33 Conference Types... 33 Setting the Conference Type... 33 Changing the Conference Type... 33 5. Scheduling a Conference (Hosts)... 35 6. Managing a Conference (Hosts)... 37 Changing the Conference Name... 37 Inviting Others during the Conference... 38 Inviting Participants by Email... 38 Inviting Participants by Phone... 38 Using Broadcast Mode... 38 Giving/Taking Presenting Rights... 39 Expelling a Participant... 39 Locking/Unlocking the Conference... 39 Muting/Un-muting Participants... 40 Mute/Un-mute a Participant... 40 Muting and Locking a Participant... 40 Muting/Un-muting All... 40 6 Product Version: v9.3

Contents Changing a Participant s Role... 41 Recording on the Server... 42 Dialing Out... 43 Clearing All Emoticons... 43 Sharing your Applications/Desktop... 44 Using the Dashboard... 46 Exiting the Conference... 48 7. Setting Preferences... 49 Setting General Preferences (for all Participants)... 49 Viewing Account Details (for Hosts)... 50 Conference Settings... 51 Setting Sharing Preferences (for Hosts)... 53 Published: 5/2/2012 7

Participant Application for Mac User Guide Figures Figure 1-Email Invitation... 13 Figure 2 AT&T Connect Icon... 14 Figure 3 Connect Your Audio Window... 14 Figure 4 Dial In Instructions Window... 16 Figure 5 Virtual Conference Room... 17 Figure 6 Toolbar... 18 Figure 7 Participants Panel... 19 Figure 8 Menu Bar... 20 Figure 9 Emoticons... 21 Figure 10 Email Invitation from within Conference... 22 Figure 11 Whiteboard... 23 Figure 12 Meeting Minutes Window... 24 Figure 13 Notes Panel... 25 Figure 14 List Panel and Conference Details... 27 Figure 15 First-time Activation... 30 Figure 16 Subsequent Activations... 30 Figure 17 Joining a Conference... 31 Figure 18 Conference Security Code Window... 32 Figure 19 Invite Options... 32 Figure 20 ical Window... 35 Figure 21 Conference Name in Title Bar... 37 Figure 22 Change Conference Name Window... 37 Figure 23 Invite by Phone... 38 Figure 24 Change Role To Option... 41 Figure 25 Conference s Recording... 42 Figure 26 Server-side Recording... 42 Figure 27 Dial Out to Participant Window... 43 Figure 28 Share Window... 44 Figure 29 Selecting Applications to Share... 44 Figure 30 Host s View of Shared Application... 45 Figure 31 Participants View of Shared Application... 46 Figure 32 Dashboard... 46 Figure 33 Host Exiting a Conference... 48 Figure 34 Preferences Window: General Tab... 49 Figure 35 AT&T Connect Preferences Window: Accounts Tab... 50 Figure 36 Account Settings Button... 51 Figure 37 Conference Settings Window... 52 Figure 38 AT&T Connect Preferences Window: Sharing Tab... 53 8 Product Version: v9.3

Contents Tables Table 1 Toolbar... 18 Table 2 Participants Panel... 19 Table 3 Whiteboard Buttons... 23 Table 4 Dashboard Buttons... 46 Table 5 AT&T Connect Menu Options... 55 Table 6 View Menu Options... 56 Table 7 Conference Menu Options... 56 Table 8 Participants Menu Options... 56 Table 9 Notes Menu Options... 58 Table 10 Audio Menu Options... 58 Table 11 Shared Content Menu Options... 59 Published: 5/2/2012 9

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1. GETTING STARTED Welcome to the AT&T Connect Participant Application for Mac. AT&T Connect provides tools for visual presentation, remote collaboration and voice conferencing. This best-of-breed virtual meeting space lets you easily share voice and data using existing Internet and telephone resources. The AT&T Connect Participant Application for Mac is designed according to Apple guidelines, for a sleek, intuitive user experience. Features Features for participants include: Viewing the whiteboard and Participants list Seeing who is currently speaking Connecting audio using voice-over-computer (VOC) Communicating (privately and publicly)with other participants using notes Taking meeting minutes Taking snapshots of the whiteboard Viewing notes, snapshots and audio recordings of past conferences (using Mail and Outlook 2011) Features for hosts and co-hosts include: Scheduling conferences with ical and Outlook 2011 Sending email invitations with a link to the conference Managing the participants Sharing desktops, applications and windows Modifying conference settings before a conference using the Profile page Published: 5/2/2012 11

Participant Application for Mac User Guide What You Need The following system requirements must be met in order to use the AT&T Connect Participant Application for Mac: Supported Devices: All Apple-released devices, including imac, MacBook Pro, MacBook Air and Mac mini Supported Operating Systems: OS X10.6, 10.7 Supported Mail Clients: Mail, Microsoft Outlook Browsers: Safari 5, FF 4 and Chrome 9 (and up) JavaScript and cookies must be enabled RAM: At least 512 MB Intel processor 12 Product Version: v9.3

2. JOINING A CONFERENCE You join a conference from an email invitation or from a scheduled meeting in the ical calendar. When joining the conference, you may need to enter a security code which your host will provide in the email invitation. Joining a Conference by Email You have received an email invitation to a virtual AT&T Connect conference that looks like this: Figure 1-Email Invitation To join the conference: 1. Click the link under To connect to the Web Conference in your email invitation. 2. Click I Accept in the License Agreement window. Published: 5/2/2012 13

Participant Application for Mac User Guide 3. If this is the first time you are joining a conference, enter your name and email address in the Your Details screen. (This is how your name will appear to others in the conference.) 4. Connect your audio by following the instructions in the Connect Your Audio window (see Connecting Your Audio below). Your options may vary according to company policy. Note: Clicking the link automatically downloads the latest version of the application. The AT&T Connect icon appears in your Mac User Applications folder and usually on your dock. On Lion you will see the icon on your launch pad. Figure 2 AT&T Connect Icon Joining a Conference from your Calendar 1. For a conference scheduled for a future date, accept the invitation and the conference will appear in your ical or Outlook calendar. 2. On the day of the conference, open your ical or Outlook calendar and click the relevant conference. 3. Enter your details in the Your Details screen (first time entry). 4. Connect your audio (see below). Connecting Your Audio When entering a conference, the Audio Connection window appears, letting you choose how you want to connect to the audio segment of the conference. You can request to be called (if your company has allowed this option), dial in to the conference, or use your microphone and speakers or headset (voice-over-computer audio). Note: The connection options available to you are determined by your company s policy. Figure 3 Connect Your Audio Window 14 Product Version: v9.3

Connecting Your Audio Select the Remember my choice checkbox to automatically use the option selected in this window for future conferences. After selecting this checkbox, the Connect Your Audio window no longer appears. Using the Call Me Feature If your company has enabled the Call Me feature, you can have AT&T Connect call you to connect your audio. The Call Me feature automatically remembers the last 10 numbers dialed. To use the Call Me feature: 1. Select the Call me at option and specify the number you provided in the profile window. 2. Click. 3. Answer the call and continue according to the operator s instructions. Note: The Remember my choice option is disabled (grayed out) if you select the Call me at: option. However, the application automatically saves your last ten phone numbers that were used and displays the last one in the Call me at: drop-down box when this dialog box pops up. Connecting Using Voice-over-Computer Audio Select the Use microphone and speakers, or headset option and click. Follow the guidelines below to ensure the best possible audio experience when using VOC: Avoid wireless network connections. Use a wired connection if possible. Use high-quality audio headsets or microphones and speakers. Ensure that you have a high-speed (broadband) network connection. Avoid using a VPN connection while in the conference since VPN connections can slow network connections. If possible, before entering your conference, disconnect your VPN. If you are unable to follow these guidelines, consider joining the conference using a telephone instead. To do so, close this message, select the Telephone Connection Instructions option in the Audio/Video menu, and follow the instructions. Dialing in to the Conference 1. Select the Dial In (Open Instructions) option and click to open the Dial In Instructions window. Published: 5/2/2012 15

Participant Application for Mac User Guide Figure 4 Dial In Instructions Window 2. Follow the instructions in the window to dial into the conference. Connecting Your Audio during a Conference You can connect your audio if you joined a conference without audio, or if your audio was disconnected during the conference. To do so, open the Choose audio device window from the Action menu on the toolbar. 16 Product Version: v9.3

3. PARTICIPATING IN A CONFERENCE Entering the Conference Room Once you are connected to the conference, you enter the virtual conference room. Welcome! Figure 5 Virtual Conference Room What Do You See in a Virtual Conference Room? The features of the virtual conference room are described below. Published: 5/2/2012 17

Participant Application for Mac User Guide Toolbar The toolbar contains tools specific to AT&T Connect Participant Application for Mac. Figure 6 Toolbar Toolbar Icons The toolbar icons are described below. Table 1 Toolbar Icon Description Toggles to show or hide the Lists panel. For participants: Exits the conference. For hosts: Opens the following window, where you can specify whether to end the conference or exit the conference. Enables you to select an emoticon that is displayed to other participants. Toggles to mute or unmute your microphone. Displays the Actions menu, which allows participants to choose an audio device. Other actions are available only for hosts, such as defining conference settings and starting server-side recording 18 Product Version: v9.3

What Do You See in a Virtual Conference Room? Participants Panel The Participants panel displays, in three columns, a list of the current conference participants, their mute status and emoticon (if they chose one). The names of the participants are in black and sorted alphabetically by default. The names of hosts, co-hosts and presenters are shown at the top of the list in orange. Columns in the panel can be sorted in ascending or descending order by clicking the column header. Figure 7 Participants Panel The Participants panel contains the following buttons and icons: Table 2 Participants Panel Button/Icon Description Enables you to perform various actions regarding conference participants. Enables you to add a participant by inviting them by email. Column heading under which the audio state is displayed to other participants. Column heading under which an emoticon is displayed to other participants. See Use Emoticons to Express Your Mood, Opinion and More. Indicates that the participant is speaking. Indicates that the participant has an audio device but is not speaking. Indicates that the participant does not have an audio device. Indicates that the participant is muted. Published: 5/2/2012 19

Participant Application for Mac User Guide Indicates that the participant is muted and locked. Indicates that the participant is connected by phone only. Search for Participants The area at the bottom of the Participants panel lets you search for a participant in the Participants list. The system searches for participants whose first or last names start with whatever text you enter in the box. Click on the right to clear the filter, which redisplays the entire Participants list again. Notes Panel The Notes panel lets you send a note to one or all participants, as well as view all notes received during the conference. For more information on the Notes panel, see Send Note. Whiteboard During a conference, you can view content that the presenter placed on the whiteboard. Content can include inserted materials, shared applications, Web tours, poll results, and more. For more information on the whiteboard, see View Content on the Whiteboard. Menu Bar The AT&T Connect Participant Application for Mac menu bar provides another quick, easy way to access application functionality. The menus and options in menu bar are described in Appendix A. Figure 8 Menu Bar Note: The Edit, Window and Help menus provide standard Mac functionality and are not described in this guide. Only those menus that relate to AT&T Connect are described here. What Can You Do in the Conference Room? This section guides you through actions you can perform in the conference room. 20 Product Version: v9.3

What Can You Do in the Conference Room? Mute and Unmute Your Microphone Click the icon on the toolbar. or Select Mute in the Audio menu. or Use the Command + Shift + M shortcut. Use Emoticons to Express Your Mood, Opinion and More You can express yourself in the conference with the following emoticons. You can also indicate that you have raised your hand and that you have stepped out of the conference. Figure 9 Emoticons To choose an emoticon: 1. Click in the toolbar. or Select Set My Emoticon in the Participants menu. 2. Choose the emoticon that suits your state of mind and click it. The Emoticon button changes to the state you chose and the participants see the emoticon next to your name in the Participants list. 3. To clear the emoticon, click the Emoticon button again. or Select Clear Emoticon in the Participants menu. Published: 5/2/2012 21

Participant Application for Mac User Guide Your emoticon is cleared and the button changes back to its original state. Invite Others by Email To invite others by email: 1. Click in the Participants panel. or Select Invite Others by Mail in the Participants menu. Figure 10 Email Invitation from within Conference 2. Add the address(es) of the participants you wish to invite in the To row and click Send. View Content on the Whiteboard During a conference, you can view content that the presenter placed on the whiteboard, including inserted materials, shared applications, Web tours, poll results, and more. You can adjust the content of the whiteboard using the Fit Content button and Zoom slider, described in Table 3. 22 Product Version: v9.3

What Can You Do in the Conference Room? While viewing the whiteboard, you can still control your audio, choose emoticons, write notes, and view the Participants panel. Figure 11 Whiteboard The bottom of the whiteboard contains several buttons that you can use to control the display of content on the whiteboard and perform various operations. Table 3 Whiteboard Buttons Button Description Fit Content: Displays the content on the whiteboard at the optimal size so that it is all visible on the whiteboard using its maximum size while keeping the original ratio. Zoom: A slider that shrinks or enlarges the content display on the whiteboard. The zoom range is from 25% to 400% of the original size. Share: Enables a presenter to share his/her desktop application with all conference participants. See Sharing your Applications/Desktop. Minutes: Opens a window in which you can type minutes during the conference. See Write Meeting Minutes. Published: 5/2/2012 23

Participant Application for Mac User Guide Snapshot: Enables you to take a snapshot during the conference. See Save Whiteboard Content. Save Whiteboard Content Click to take a snapshot of the whiteboard during a conference. If the Meeting Minutes window is open at this time, an indication is added to the meeting minutes. A counter by the button indicates the number of snapshots taken during the conference. You can view the snapshots only in the List panel details and not during the actual conference. For more information, see Accessing Past Conferences (Lists Panel). Write Meeting Minutes You can write meeting minutes any time during a conference in the Meeting Minutes window. You have one Meeting Minutes document per conference. Text that you previously wrote in the window is included each time you open the window. The bottom of the Meeting Minutes window contains a link that lets you view the minutes in the conference s history at a later time. For more information, see Accessing Past Conferences (Lists Panel). Figure 12 Meeting Minutes Window To write meeting minutes: 1. Click to open the Meeting Minutes window. 2. Write the minutes and then click Done to close the window. 24 Product Version: v9.3

What Can You Do in the Conference Room? When the Meeting Minutes window is open, the Minutes button is blue. A red dot on the Minutes button indicates that you wrote meeting minutes. Send Notes In the Notes panel, you can send and receive notes from other participants during a conference. Participants can send notes to other participants or to only hosts, co-hosts and presenters. Hosts and presenters can send notes to all. You hear a sound when you receive a note. Figure 13 Notes Panel The Notes panel displays the notes you sent and received during the conference. Notes are grouped per participant, with the most recent note at the bottom of the list. An arrow next to a participant s name indicates whether you sent a note ( ) or received a note ( ). In the header you see how many unread notes are waiting for you. Your notes remain in the Note panel until you delete them or exit the conference. To send a note: 1. Select the participant you wish to send the note to in the drop-down list. 2. Write your note in the text box and click Enter. To send a note only to hosts, co-hosts and presenters: 1. Right-click in the Notes panel and click Send Note to Presenters in the menu. 2. Write your note in the text box and click Enter. To search for a participant: Type the participant s name in the Search box the list accordingly.. The application navigates Published: 5/2/2012 25

Participant Application for Mac User Guide To send a note to all (only for hosts, co-hosts and presenters): 1. Right-click in the Notes panel and click Send Note to All in the menu. 2. Write your note in the text box and click Enter. To save notes: Right-click in the Notes panel and click Save All Notes in the menu. All notes created up to that moment are saved in conference s history. For more information, see Accessing Past Conferences (Lists Panel). To delete notes: Right-click in the Notes panel and click Clear All Notes in the menu. All notes created up to that moment are cleared from the conference s history. Participate in a Poll Your presenter may want you and all the other participants to voice your opinion about an issue in a poll. Presenters create polls in the AT&T Connect Participant Application on their PCs, and you can respond on your Mac. To participate in a poll: Tap Yes or No, Ignore or OK, depending on the type of question the presenter asks. The results of the poll are registered in the presenter s AT&T Connect Participant Application. Exit the Conference Click on the toolbar. or Select Exit Conference in the Conference menu. 26 Product Version: v9.3

Accessing Past Conferences (Lists Panel) Accessing Past Conferences (Lists Panel) You can obtain information about your past conferences from the List panel. Figure 14 List Panel and Conference Details What you See The List panel is divided into the following sections: My Conference Rooms lists the conference rooms assigned to your account. A checkmark appears next to the default room which you set in the conference preferences. For more information see Conference Settings. Current Conference shows the conference in which you are currently participating. History lists the past conferences in which you participated as either a host or participant. The detailed area on the right displays specific information on the conference that you selected: General Info indicates the Date, Start Time and End Time of the conference. Participants lists those who participated in the conference at that time. My Materials shows the materials you created and used during the conference, including snapshots, recordings, minutes and notes. Published: 5/2/2012 27

Participant Application for Mac User Guide What you Can Do To view a past conference s history: 1. Click in the upper-left corner of the conference window. 2. Click a past conference in the List panel to view the conference information. To copy participant s names: You may wish to copy the names of the participants in the conference to use for follow-up purposes. Click to copy all participant names for pasting into any document. To send email to all participants (available only to hosts, co-hosts and presenters): Click to send an email message to all the participants in the conference. To open a file in the My Materials area: Double-click on any item from the saved materials to open the file in the local default application for this file. To open the folder that contains all the items in the My Materials area: Click. The application that opens in the image viewer is the default application for a given file type, as defined on your computer. 28 Product Version: v9.3

4. STARTING A CONFERENCE (HOSTS) In addition to using all the options available to participants, as a host you also need to start, schedule, and manage a conference. The following sections explain how you can do all this and more. This section specifically explains how to start an unscheduled conference. Activating your AT&T Connect Account To start a conference, you first need to activate your AT&T Connect account. Activating from the Registration Email When you registered with AT&T Connect, you received a registration email with an activation link. To activate your account: Click on the activation link in the registration email. AT&T Connect automatically downloads and launches the application with the preferences you set for this account. For more information on setting preferences, see Setting Preferences. Activating your account displays the virtual conference window. The List panel is empty the first time you launch the application. After hosting conferences, the List panel displays your previous conferences. Published: 5/2/2012 29

Participant Application for Mac User Guide Figure 15 First-time Activation Figure 16 Subsequent Activations 30 Product Version: v9.3

Starting a Conference Activating from Previous Email Invitations You can also activate your account from previous email invitations that you sent to participants. To activate: 1. Click on the conference link in the email invitation. 2. Select the I am the Host radio button then type in your user name and password. Starting a Conference Click at the bottom of the welcome window to enter your conference room. A window opens with a message saying that you will be transferred to the conference momentarily. Figure 17 Joining a Conference Setting a Security Code (Optional) While you are waiting to join the conference, you may be asked (depending on your company s policy) to define a security code of four to nine characters for the conference. When prompted, participants must type in this code to join in the conference. You should add this code to the email invitations that you send to the participants. If your company requires a security code, the Conference Security Code window pops up in the above window (Figure 17 Joining a Conference). Published: 5/2/2012 31

Participant Application for Mac User Guide Figure 18 Conference Security Code Window To set the security code: Type in the code and click. Inviting Participants You can invite participants for ad-hock conference. The Invite menu provides three ways to do this. Figure 19 Invite Options An email message opens from your default email application. Inviting Participants by Email 1. Click at the bottom of the main window. 2. Click By email. This opens an email invitation from your default email application. 3. Add the email addresses of the persons you wish to invite and click Send. Inviting Participants by Copying the Conference Address 1. Click at the bottom of the main window. 2. Click By copying conference address. This copies a conference link to the clipboard and lets you paste it into an email or instant messaging window. 32 Product Version: v9.3

Conference Types Inviting Participants by Copying the Conference Invitation 1. Click at the bottom of the main window. 2. Click By copying conference address. This copies a conference invitation (conference link and dial-in instructions) to the clipboard. You can then paste this information into an email application window, such as Gmail, which is not the default email application on your computer. Note: You can also invite participants from within the conference. For more information, see Inviting Others during the Conference. Conference Types AT&T Connect provides three types of conferences: imeeting: Allows multiple participants to take a pro-active role in the conference. All participants typically have similar conference rights and privileges. This is the default conference type. elearning: A moderated conference in which a teacher/student relationship exists between the presenter and participants. In elearning conferences, participants can view the Participants list. Webinar: A moderated conference in which the Participants list is hidden and sending notes among participants is usually prohibited. Setting the Conference Type You set the conference type on the server. Selecting at the bottom of the main window initiates the conference type according to your settings in the server. Changing the Conference Type You can change the conference type only by accessing your account settings on the server. Published: 5/2/2012 33

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5. SCHEDULING A CONFERENCE (HOSTS) As the host, you can schedule a future conference using the Microsoft Outlook 2011 or ical applications. To schedule a conference (in ical): 1. Click at the bottom of the main window, to open your default scheduling application window. Figure 20 ical Window A calendar event is automatically opened whose start time is within one-half hour of the current time. By default, this conference is scheduled for one hour. The conference also contains a link for entering the conference. Published: 5/2/2012 35

Participant Application for Mac User Guide 2. Click the Add Invitees link to invite participants for the conference by typing in the names of those you wish to invite, or add them from your local address book. Tip: After you begin typing in a name, the auto-complete feature automatically completes the name, based on matching names in your local address book. 3. Add all relevant attachments to the invitation [Optional]. 4. Click to send the conference invitation. To view an example of the invitation, see Figure 1-Email Invitation. 36 Product Version: v9.3

6. MANAGING A CONFERENCE (HOSTS) As the host, you manage your conference in the Participants panel and elsewhere on the interface. Some of these actions depend on company policy and may not appear on your application. (Participants do not see these host features in their Participants panel.) Changing the Conference Name You can specify a new name for the conference. This name appears in the title bar of the conference window and in the List panel under History. Figure 21 Conference Name in Title Bar To change the conference name: 1. Click the arrow in the Actions Menu button and then click Change Conference Name in the menu. or Click Change Conference Name on the Conference menu. Either action opens the Change Conference Name window. Figure 22 Change Conference Name Window 2. Type in the new name and click. Published: 5/2/2012 37

Participant Application for Mac User Guide Inviting Others during the Conference You may wish to invite additional participants during the conference. You can invite them by email or by phone. Inviting Participants by Email 1. In the Participants panel, click the arrrow in the Participants button and then click Invite others by mail. This opens an email invitation from your default email application. or Click in the upper-right of the Participants panel to open the email template. or In the Participants menu, click Invite Others by Mail. 2. Add the email addresses of the persons you wish to invite and click Send. To view an example of the invitation, see Figure 10 Email Invitation from within Conference. Inviting Participants by Phone 1. Click the arrrow in the Participants button and then click Invite others by phone. or Click Invite Other by Phone in the Participants menu. Figure 23 Invite by Phone 2. Type in the name of the person you wish to invite, select the country and type in the number. 3. Click Call Now. Using Broadcast Mode Broadcast mode mutes and locks all participants except the presenter, host and co-host. To use Broadcast mode: 38 Product Version: v9.3

Giving/Taking Presenting Rights 1. Click the arrow in the Actions Menu button and then click Broadcast mode in the menu. or Click Broadcast mode in the Conference menu. 2. To remove, click End Broadcast mode. Tip: A presenter can un-mute and unlock selected participants while in Broadcast mode. Giving/Taking Presenting Rights As the host, you can give presenting rights to any other participant in the conference, and you can also take them back. To give/take presenting rights: In the Participants list, right-click the participant and click Give Presenting Rights/Take Presenting Rights. or From the Participants menu, click Give Presenting Rights/Take Presenting Rights. Expelling a Participant Hosts and presenters can expel participants during a conference. An expelled participant cannot re-enter the conference. If the participant attempts to re-enter the conference, a message is displayed saying that they cannot reconnect. In the Participants list, right-click the participant that you wish to expel and click Expel. or Select the participant in the Participants list, and in the Participants menu and click Expel. or From the Participants menu, click Expel. Locking/Unlocking the Conference When you lock the conference, new participants cannot join even if they were invited to the conference. To lock/unlock the conference: Published: 5/2/2012 39

Participant Application for Mac User Guide Click the arrow in the Actions Menu button menu. and then click Lock/Unlock Conference in the or Click Lock/Unlock Conference in the Conference menu. Muting/Un-muting Participants As the host, you can mute the microphone of a participant, mute and lock the microphone of a participant, and mute the microphone of all participants. Mute/Un-mute a Participant When a host mutes a participant s microphone, a mute icon participant s name in the Participants list. is displayed next to the To mute/unmute a participant: In the Participants list, right-click the participant whose microphone you wish to mute and click Mute/Un-mute. or Select the participant in the Participants list, and in the Participants menu click Mute Participant/Un-mute Participant. Note: Participants can un-mute their microphones after the host muted them. Muting and Locking a Participant When a host mutes and locks a participant s microphone, the participant cannot un-mute. A mute and lock icon is displayed next to the participant s name in the Participants list. To mute/unmute a participant: Select the participant in the Participants list, and in the Participants menu click Mute and Lock/Un-mute and Unlock. Muting/Un-muting All When using the Mute All option, the host is not muted only the participants are muted. Note: Participants can un-mute their microphones after the host muted them. 40 Product Version: v9.3

Changing a Participant s Role To mute/unmute all participants: Click Mute All/Un-mute All in the Participants menu in the Participants list. or Click Mute All/Un-mute All in the Participants menu. Changing a Participant s Role As a host, you can assign co-host status to a participant. Co-hosts have the same privileges as the host and can perform many of the same actions. For example, co-hosts can: Determine which options to give to participants Send notes to all participants at once Reply to notes that were sent to presenters Send notes to all participants at once (when this option is not available in the conference for regular participants) Activate Broadcast mode View the Participants list when this option is not available in the conference for regular participants Give and take presenting rights if the host leaves the conference To change the role of a participant: 1. Select the participant in the Participants list, and in the Participants menu click Change Role to > Co-Host. Figure 24 Change Role To Option or Right-click on the participant in the Participants list and click Co-Host on the menu. 2. To remove the Co-Host role, click Change Role to > Participant. or Published: 5/2/2012 41

Participant Application for Mac User Guide Right-click on the participant and click Participant on the menu. Recording on the Server You can record your conference on the application server. Recordings are automatically placed in the conference s history at the conclusion of the conference, under My Materials. For more information, see Accessing Past Conferences (Lists Panel). Figure 25 Conference s Recording To record on the server: 1. Click the arrow in the Actions Menu button and then click Start Server-side Recording in the menu. or Click Start Recording in the Conference menu. An indication is shown above the Action menu once a recording begins, and a red dot appears on the Action Menu button in the toolbar. Figure 26 Server-side Recording 2. To end the recording, click Stop Server-side Recording in the Actions Menu or Stop Recording in the Conference menu. After recording the conference, you can retrieve it from the conference s history, play back the audio, and send the recording to others. For more information, see Accessing Past Conferences (Lists Panel) and the AT&T Connect myat&t User Guide. 42 Product Version: v9.3

Dialing Out Dialing Out If company policy allows, you may dial out to a participant who is connected to the conference data, but not to audio. To dial out: 1. Right-click on the participant and click Dial out to Participant from the menu to open this window: Figure 27 Dial Out to Participant Window 2. Select the country and then type in the number (the participant s name has been automatically filled in). 3. Click Call Now. The system calls the specified number. The called party hears an automated voice greeting welcoming them to the conference. Clearing All Emoticons You can clear all the emoticons of all the participants. To clear all emoticons: Select Clear All Participants Emoticons on the Participants menu. Published: 5/2/2012 43

Participant Application for Mac User Guide Sharing your Applications/Desktop As the host, you can share your applications and desktop with the other participants in the conference. 1. Click to open the following window: Figure 28 Share Window 2. Select the Desktop option in the window to share your desktop with others. Note: If you switch to a new or different space during the shared session, all participants will see the new space as well. or Select the Applications/Windows option to share specific items on your computer with the participants. Then, check the items and applications you wish to share. Note: The desktop background and all other applications and popup windows will not be shared. Figure 29 Selecting Applications to Share 44 Product Version: v9.3

Sharing your Applications/Desktop 3. Click. This puts you in Dashboard mode. In this mode, the Participant Application for Mac shrinks to a small dashboard, and the applications that you chose not to share are dimmed. A sharing monitor opens automatically for 10 seconds to let you see the participants view of the application sharing. Figure 30 Host s View of Shared Application Published: 5/2/2012 45

Participant Application for Mac User Guide Figure 31 Participants View of Shared Application Using the Dashboard Figure 32 Dashboard The following table describes what you can do with the dashboard buttons. You are probably familiar with some of these buttons from other parts of the application. Table 4 Dashboard Buttons Button Description Displays the Participants panel. Displays the Notes panel. 46 Product Version: v9.3

Sharing your Applications/Desktop Expands the dashboard and opens it in Monitoring mode to show what is currently being shared with participants. This is the view that participants see. Lets you modify what is currently being shared with participants. Stops sharing with participants and returns to the standard application layout. Pause/Play button that lets you perform actions on your computer that are undetected by participants. Published: 5/2/2012 47

Participant Application for Mac User Guide Exiting the Conference As a host, you can either leave the conference while keeping it alive for the participants (perhaps you have assigned Co-host status to a participant). Or, you can end the conference and disconnect all conference participants. 1. Click on the toolbar. or Select Exit Conference in the Conference menu. A message is displayed asking you if you wish to leave or end the conference. Figure 33 Host Exiting a Conference 2. Click End Conference or Leave Conference according to your decision. A confirmation window is displayed, reflecting the option you selected. If you chose to end the conference, the participants receive a notification that the conference has ended. 48 Product Version: v9.3

7. SETTING PREFERENCES This section describes preferences you can set in pre-conference mode. Most preference settings are only for hosts. Setting General Preferences (for all Participants) 1. Click Preferences on the AT&T Connect menu to open the AT&T Connect Preferences window. 2. Click General to open the General tab. Figure 34 Preferences Window: General Tab 3. Type in your name as you wish it to appear in the Participants list. 4. Type in your email address. Your email address is used by the host when sending email from the List panel. It does not appear in the Participants list. 5. Check (or leave unchecked) your various preferences for: Automatically muting your microphone when joining conferences Automatically saving your notes in the conference s history when exiting conferences Playing sound alerts Published: 5/2/2012 49

Participant Application for Mac User Guide Viewing Account Details (for Hosts) The Accounts tab in the AT&T Connect Preferences window is available only to hosts and is used to import an account from the activation process. The Accounts tab is empty for conference participants. To view account information: 1. Click Preferences on the AT&T Connect menu to open the AT&T Connect Preferences window. 2. Click Accounts to open the Accounts tab. The Accounts tab automatically lists the host s account for the current conference. Figure 35 AT&T Connect Preferences Window: Accounts Tab Note: You can also access your account details by clicking welcome window. at the bottom of the 50 Product Version: v9.3

Viewing Account Details (for Hosts) Figure 36 Account Settings Button Conference Settings In the Conference Settings window, you can set features for your conferences and determine the behavior of participants during a given conference type imeeting, elearning and Webinar. This option does not affect the current conference, but changes the definitions for future conferences. For more information on conference types, see Conference Type. To define conference settings: 1. Click in the Accounts tab. 2. Click the Conference Settings header to open the Conference Settings window. Published: 5/2/2012 51

Participant Application for Mac User Guide Figure 37 Conference Settings Window 3. Select your Preferred Conference Type from the drop-down list at the top-right of the window. 4. Click the features and behaviors you wish to enable for the given conference type. 52 Product Version: v9.3

Setting Sharing Preferences (for Hosts) Setting Sharing Preferences (for Hosts) In the Sharing tab you specify the bandwidth consumption you wish to use for sharing applications and/or your desktop. This tab is only available to hosts. For more details about the sharing feature, see Sharing your Applications/Desktop. Figure 38 AT&T Connect Preferences Window: Sharing Tab To define bandwidth consumption, click one of the following: 1. Click Preferences on the AT&T Connect menu to open the AT&T Connect Preferences window. 2. Click Sharing to open the Sharing tab. 3. Click one of the following: Normal High Low Custom Bandwidth and then set the bandwidth in kbps Published: 5/2/2012 53

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Appendix A: Menu bar Options This appendix describes the options in the menu bar. Some of these options are available only to hosts, co-hosts and presenters. AT&T Connect Menu The AT&T Connect menu contains the following options: Table 5 AT&T Connect Menu Options Menu Option About AT&T Connect Preferences Services Hide AT&T Connect Hide Others Show All Quit AT&T Connect Description Displays version information about the application. Opens the AT&T Connect Preferences window, in which you can define settings for the conference. Lists the Mac native services that the application uses and their settings. For the AT&T Connect Participant Application for Mac, this setting is None. Toggles to show or hide the AT&T Connect application. Toggles to show or hide other active applications on the desktop. Displays all active applications on the desktop. Exits AT&T Connect. View Menu The following options in the View menu relate specifically to the AT&T Connect Participant Application for Mac: Published: 5/2/2012 55

Participant Application for Mac User Guide Table 6 View Menu Options Menu Option Show (Hide) Source List Hide (Show) Side Panels Description Toggles to show or hide the Lists panel. See Accessing Past Conferences (Lists Panel). Removes the vertical splitter between the Whiteboard and the Participants and Notes panels, in order to focus on the Whiteboard. Fit Content to Whiteboard Displays the content on the whiteboard at the optimal size so that it is all visible on the whiteboard using its maximum size, while keeping the original ratio. Note: All other options in the View menu describe standard Mac functions. Conference Menu Table 7 Conference Menu Options Menu Option Write Meeting Minutes Change Conference Name Lock Conference Description Enables you to write a memo. See Write Meeting Minutes. Changes the name of the conference, as described in Changing the Conference Name. Locks the conference. See Locking/Unlocking the Conference. Broadcast Mode Start Recording Activates Broadcast mode. See Using Broadcast Mode. Begins recording the conference. See Recording on the Server. My Conference Room Enables the actions shown below to be performed on My Room in the My Conference Rooms area of the Lists panel. Exit Conference Exits the conference. Participants Menu The Participants menu contains the following options. Table 8 Participants Menu Options Menu Option Mute Participant Description Mutes a participant s microphone. See Muting/Un-muting Participants. 56 Product Version: v9.3

Setting Sharing Preferences (for Hosts) Unmute Participant Mute and Lock Unmute and Unlock Mute All Unmute All Send a note to participant Give Presenting Rights Take Presenting Rights Change Role To Expel Rename Link their Phone with Application Set My Emoticon Clear Emoticon Clear All Participants Emoticon Invite Others by Mail Invite Others by Phone Find Participants Sort Participants Un-mutes a participant s microphone. See Muting/Un-muting Participants Mutes and locks a participant s microphone. See Muting and Locking a Participant. Un-mutes and unlocks a participant s microphone. See Muting and Locking a Participant. Mutes all participants microphones. See Muting/Un-muting All. Un-mutes all participants microphones Muting/Un-muting All. Enables you to send a note to a participant. See Send Notes. Assigns presenting rights, as described in Giving/Taking Presenting Rights. Removes presenting rights, as described in Giving/Taking Presenting Rights. Changes a participant s role, as described in Changing a Participant s Role. Expels a participant, as described in Expelling a Participant. Defines a name for a phone-only user. Links a phone-only user with his/her logged-in application. Selects a participant s emoticon. See Use Emoticons to Express Your Mood, Opinion and More. Removes a participant s emoticon. See Use Emoticons to Express Your Mood, Opinion and More. Removes all participants emoticons. See Clearing All Emoticons. Invites others to the conference via email. See Inviting Participants by Email. Invites others to the conference by phone. See Inviting Participants by Phone. Searches for participants. See Search for Participants. Sorts participants in the Participants panel, as described in Participants Panel. Published: 5/2/2012 57

Participant Application for Mac User Guide Notes Menu The Notes menu contains the following options. Table 9 Notes Menu Options Menu Option New Note Description Enables you to send a note. See Send Notes. Reply to Note Send Note to All Enables you to reply to a note in the same manner as initiating a new note. Sends a note to all participants, as described in Send Note to Presenters Mark as Read Mark All as Read Clear All Notes Save All Notes Export All Notes Sends a note only to presenters, as described in The notes list indicates the number of unread notes. Use this option to remove that indication from a note. Marks all notes in the panel as read. Deletes all current notes from the Notes panel. Saves the current notes in a text file that can be accessed from My Materials section in the List panel. Opens a window, enabling you to save notes to the location of your choice. Audio Menu The Audio menu contains the following options: Table 10 Audio Menu Options Menu Option Mute Choose Audio Device Dial In Instructions Disconnect VOC Description Mutes/un-mutes your microphone. See Mute and Unmute Your Microphone. Selects the audio device for connecting to the conference. See Connecting Your Audio. Opens the Dial In Instructions window, as described in Dialing in to the Conference. Deactivates the use of a microphone and speakers or a headset to connect via the Internet. 58 Product Version: v9.3

Setting Sharing Preferences (for Hosts) Shared Content Menu The Shared Content menu contains the following options: Table 11 Shared Content Menu Options Menu Option Save Whiteboard Content Clear Whiteboard Start Sharing Pause Sharing Sharing Selection Description Makes a link in a note and stores it in the conference s history. See Accessing Past Conferences (Lists Panel). Clears the content that was inserted on the whiteboard. This option is only available to hosts and presenters. Activates Sharing mode. See Sharing your Applications/Desktop. Pauses Sharing mode. Opens a window in which you can modify the Sharing selection. Published: 5/2/2012 59