Telstra IP Telephony Video Meeting Room (VMR) User Guide

Telstra IP Telephony Video Meeting Room (VMR) User Guide Telstra Corporation Limited, 2010 1

TABLE OF CONTENTS 1. Introduction... 3 2. What is a Video Meeting Room (VMR)... 3 3. TIPT Video Meeting Room Overview... 3 4. Setting up a Multiparty Meeting using TIPT VMR... 4 a. Dialling into a VMR as the Moderator... 4 b. Dialling into a VMR as a guest from your TIPT phone... 5 c. Dialling into a VMR as a guest from a compatible Telstra IP Video service... 6 d. Dialling into a VMR as a guest from a other compatible Video services or audio handsets... 6 e. Dialling into a VMR as a guest from a compatible 3G Video mobile service... 6 f. Screen layouts in a Multiparty Meeting (using the VMR)... 7 g. Screen layouts when guests join Audio and Video... 9 h. Moderator Privileges... 10 i. Participant Privileges... 13 5. End a Meeting... 14 6. Who to contact for assistance... 14 7. Appendix A Calling Prefixes... 15 8. Frequently Asked Questions... 16 9. Glossary... 16 2

1. Introduction This guide provides step-by-step procedures for the TIPT Video Meeting Room ( VMR ) service. The TIPT VMR feature allows a TIPT user to create and manage multiparty Video Meetings using their VMR meeting number. TIPT users with a compatible video handset such as a Polycom VVX Video phone, can dial into a Video Meeting Room and see the other TIPT Video participants dialled into the Video Meeting Room. It may also be possible for other compatible TIPT audio end points, video devices, phones or mobile devices to join the VMR. 2. What is a Video Meeting Room? A VMR is a dedicated conferencing dial-in number on Telstra s Hosted Video Conferencing network environment. Each owner of the VMR service will receive their own VMR number. Owners can create multipoint Video calls whenever they dial the VMR number. All participants dial the Enterprise wide allocated Dial-in number followed by the VMR number to join the meeting. Compatible ISDN Video services, 3G Video mobile services, and other audio services (such as PSTN, Mobile, etc) can join a VMR meeting by dialling dedicated gateway numbers followed by the Meeting ID. Compatible Telstra IP Video services can also join a meeting by dialling the Meeting ID directly. 3. TIPT Video Meeting Room Overview Your company will be allocated one Meeting Dial In number. Each owner of a TIPT Video Meeting Room (user who has the TIPT VMR feature pack assigned to them) will receive the following VMR details: 1. Company Dial-in number 2. VMR Meeting ID 3. VMR Moderator PIN When organising a video meeting, users include their Video Meeting Room details in their meeting invite to establish an ad-hoc multiparty video/audio conference. Ask the guests to call the Enterprise wide Dial-in number followed by the VMR Meeting ID number from compatible devices. The owner of the VMR is the moderator (host) of the meeting, and they must first enter their Moderator PIN at one of the endpoints to kick off the meeting. The Video Meeting Room allows up to 8 participants to join the meeting room. Business to Business (B2B) connectivity is also supported between other enterprise TIPT users either video or audio. It is possible for the host of the meeting room to control the video 3

meeting (see options below), and to dial other users into the meeting from a meeting menu. Calling usage fees apply when dialling from the meeting to another party. Meetings involving other non TIPT compatible video services may be possible possible. These are: ISDN Video services, 3G mobile video services, and other audio services (such as PSTN, Mobile, etc). This is achieved by the end point dialling dedicated gateway numbers, followed by the VMR Meeting ID number. Meetings involving other compatible Telstra IP Video Conferencing services (including B2B) are also possible by the video user dialling directly into the TIPT Video Meeting Room, or by TIPT users dialling directly into a Telstra IP Video Virtual Meeting room. The owner (Moderator) of the VMR has meeting Moderator privileges. All video participants have options they can also change. 4. Setting up a Multiparty Meeting using TIPT VMR When organising a video meeting, you will be required to advise the participants you wish to invite to your multipoint video meeting of the following meeting details. The Meeting Dial-in number Telstra will allocate one number to your company The Meeting ID Each TIPT user who has a TIPT VMR feature pack licensed to them will receive a unique meeting ID number (this is a 9 digit number, e.g. xxxxxxxxx) a. Dialling into a VMR as the Moderator Dial your Meeting Dial-In number The following screen will appear on your Telstra compatible video phone, and an audio prompt will ask you Enter the Meeting ID followed by the # key Enter your Video Meeting ID number followed by # (If dialling from a TIPT phone, this is a 9 digit number, e.g. 287837469) 4

A welcome screen will appear on your Telstra VVX Video phone You will be advised via an audio prompt You have been moved to a meeting room, please wait Press *1 You will be advised via an audio prompt Enter Moderator pin, then press # Enter your Moderator Pin and press # You will be advised via an audio prompt You are now the Moderator The meeting will now begin, and any participants that joined prior to you entering the moderator pin will be taken out of their waiting room to join the meeting. Any participants who join the meeting after you have entered the moderator pin will go straight into the meeting. The audio prompt then lists the Moderator Menu. Press # to return to the meeting (if not choosing an option from the menu at this time) Moderator Menu 1. Stop Moderating 2. Mute / Un-mute your line 3. Control Volume of your line 4. Show / Hide participants names 5. Terminate the meeting 6. Change the main video layout (for all participants) 7. Block / Allow admission to the meeting 8. Invite Participants (usage charges apply) 9. Mute / Un-mute lines except yourself b. Dialling into a VMR as a guest from your TIPT phone Your host will advise you of the Video Meeting details (i.e. the time of the meeting and the Meeting ID) Dial your Meeting Dial in number 5

Enter the Meeting ID number (this is a 9 digit number, e.g. 287837469) You will be advised via an audio prompt if the Moderator has not joined the meeting Thank you, please hold. You have been moved to the waiting room, please wait Once the Moderator has started the meeting you will be joined to the meeting c. Dialling into a VMR as a guest from a compatible Telstra IP Video service Your host will advise you of the Video Meeting details (i.e. the time of the meeting and the Meeting ID) Dial the Meeting ID number (this is a 9 digit number, e.g. 287837469) You will be advised via an audio prompt if the Moderator has not joined the meeting Thank you, please hold. You have been moved to the waiting room, please wait Once the Moderator has started the meeting you will be joined to the meeting d. Dialling into a VMR as a guest from a other compatible Video services or audio handsets (i.e. ISDN Video Conference services and audio services, PSTN, Mobile) Your host will advise you of the Video Meeting details (i.e. the time of the meeting, The Meeting Dial In number and the Meeting ID) The following Gateway access numbers MUST be dialled to join the meeting from compatible ISDN video services or audio handsets prior to entering the meeting ID Dial the Gateway access number Adelaide 08 83019000 Brisbane 07 33318000 Melbourne 03 86435200 Perth 08 94139000 Sydney 02 99192000 International +61 2 99192000 You will be advised via an audio prompt Enter the Meeting ID followed by the # key Enter the Meeting ID number (this is a 9 digit number, i.e. 287837469) You will be advised via an audio prompt (if the Moderator has not joined the meeting) Thank you, please hold. You have been moved to the waiting room, please wait Once the Moderator has started the meeting you will be joined to the meeting e. Dialling into a VMR as a guest from a compatible 3G Video mobile service Your host will advise you of the Video Conference details (i.e. the time of the meeting, The Meeting Dial In number and the Meeting ID) 6

The following Gateway access numbers MUST be dialled using a 3G mobile video call to join the meeting from a compatible 3G Video handset, prior to entering the meeting ID Dial the Gateway access number Adelaide 08 83043000 Brisbane 07 33083600 Melbourne 03 86435400 Perth 08 94139200 Sydney 02 92925100 You will be advised via an audio prompt Enter the Meeting ID followed by the # key Enter the Meeting ID number (this is a 9 digit number, i.e. 287837469) You will be advised via an audio prompt (if the Moderator has not joined the meeting) Thank you, please hold. You have been moved to a waiting room, please wait Once the Moderator has started the meeting you will be joined to the meeting Note: Refer to your 3G Mobile user guide for instructions on how to originate a Video call from your mobile hand set. Note: Video or Audio can join a Video Meeting Room meeting f. Screen layouts in a Multiparty Meeting (using the VMR) Once the Moderator has started the meeting and the guests you have invited start to join the meeting, the screen layout will change as they join. The following layouts will appear on your screen, depending on the number of guests who have joined via video or audio device. A maximum of 8 participants (including you) can be in a meeting. When in a meeting any video participant can change their screen layout at any time by pressing 0. Each time you press 0 the layout will toggle through the following options Default meeting layout (screen layout will change as participants enter the meeting) Fixed 2 participants (two most recent speaking participants will be seen) Fixed 4 participants (four most recent speaking participants will be seen) Fixed 6 participants (six most recent speaking participants will be seen) Enlarged main view (speaking participant will always appear in the largest view. Non speaking in a smaller view) Same sized view (all participants appear the same size on the screen) Full screen (speaking participant takes up the whole screen. Non speaking are not seen) 7

Screen layout view of 2 video participants in a meeting Video Call Participant numbers Screen layout view of 3 video participants in a meeting Screen layout view of 7 video participants in a meeting Screen layout view of 6 video participants and 1 audio participant in a meeting The number next to the phone symbol, indicates how many audio calls are in the meeting. E.g. 1 audio call in this meeting 8

Audio Call participant numbers Video Call When you are in a meeting the person that is talking will have a white border around their image. White border when person talking g. Screen layouts when guests join Audio and Video As guests join the meeting you will be advised of their number, and whether they are joining via audio or video. This information will appear at the top of your screen advising you, that: xxxxx has joined the meeting, OR xxxxx has left the meeting Audio number has joined the meeting There will also be an audio beep to advise when a participant has joined or left the meeting 9

Video number has joined the meeting Video number or participant has left the meeting h. Moderator Privileges The owner of the VMR has meeting Moderator privileges that are accessed by pressing the asterisks key *. The following Moderator Video Meeting Room Menu appears: 1. Stop Moderating This option allows a Moderator to stop moderating a meeting. Another participant can enter the same Moderator Pin to take control of the meeting Press 1 to stop moderating a meeting, the audio prompt will prompt you You are no longer the meeting moderator 2. Mute / Un-mute your line While in a meeting you can mute / un-mute your line Press * (to bring up the Moderator Menu) 10

Press 2, the audio prompt will prompt you Muted To un-mute your line Press * (to bring up the Moderator menu), Press 2, the audio prompt will prompt you Un- muted Note: You can also use the Mute button on your phone to achieve the same result as using the option from the menu 3. Control the Volume of your line While in a Meeting you can adjust the volume of your line to the meeting participants. Press * (to bring up the Moderator Menu) Press 3, the audio prompt will prompt you To decrease the volume press 0, to increase press 1 Press the required option 4. Show / Hide participants names While in a meeting you can show / hide all the participants names that are in the meeting. To hide participants names Press * (to bring up the Moderator Menu) Press 4 All participants names are hidden to all other participants of the meeting. To un-hide participants names Press * (to bring up the Moderator menu), Press 4 All participants names are shown to all other participants in the meeting 5. Terminate the meeting When a meeting is terminated, all participants will be dropped from the meeting. Press * (to bring up the Moderator Menu) Press 5, the audio prompt will prompt you The meeting is about to terminate 6. Change the main video layout (for all participants) The automatic layout feature will automatically fit the number of users on the screen as they join the meeting. To change the layout of the screen for all participants. Press * (to bring up the Moderator Menu) Press 6, the audio prompt will prompt you Please enter the number of participants to be seen on the screen, or press 0 for automatic layout 11

Enter your required option Note: This will change the layout of all participants screens in the meeting. To change the layout of just your screen at any time throughout the meeting, press 0 7. Block / Allow admission to the meeting When the Moderator has blocked admission to the meeting, it is not possible for additional participants to join the meeting To block admission Press * (to bring up the Moderator Menu) Press 7, the audio prompt will prompt you Admission to the meeting is now blocked If participants try to join the meeting while it is blocked, they will be advised they cannot join at this time. To Allow additional participants to join the meeting (unblock admission) Press * (to bring up the Moderator menu), Press 7, the audio prompt will prompt you Admission to the meeting is now allowed If participants try to join the meeting they will now be allowed to join. 8. Invite Participants The Moderator can invite other participants to join the meeting by dialling them into the meeting Press * (to bring up the Moderator Menu) Press 8, the audio prompt will prompt you To dial out, please dial the number of the party you wish to invite to the meeting following by the # key Dial the required number of the participant you wish to invite to the meeting To invite a 3G mobile device using 3G video to the meeting a prefix of 34 must be dialled prior to dialling the mobile number Repeat the steps above to invite other participants Note: A list of other optional invite Calling Prefixes are listed in Appendix A Note: When inviting a TIPT compatible video handset using this menu option, only the Audio component will connect (there will not be any video). If Video is required then the TIPT compatible Video user must dial into the VMR 9. Mute / Un-mute lines except yourself The Moderator can Mute or un-mute the other participants of the meeting. This option does not mute/un-mute the Moderator s line. If this is required the Moderator will be required to press 2 from the Moderator menu. Press * (to bring up the Moderator menu) 12

Press 9 the audio prompt will prompt you To mute all participants expect yourself, press 0 Press 0 All participants are now muted To un-mute all participants, except yourself Press * (to bring up the Moderator menu) Press 9 An audio prompt will prompt you To mute all participants except yourself, press 0. To un-mute all participants press 1 Press 1 All participants are now un-muted i. Participant Privileges A (video) guest has privileges available to them via the User Menu To access the User Menu while in a meeting, Press * 1. Become a Moderator Prior to becoming the Moderator, the current moderator must relinquish their moderator rights and you then enter the same Moderator Pin. Press * (to bring up the Moderator menu) Press 1, the audio prompt will prompt you Enter the Moderator Pin followed by the # key Enter the Moderator pin (associated with the VMR), press # You are now moderating the meeting and have Moderator rights 2. Mute / Un-mute your line While in a meeting you can mute / un-mute your line. Press * (to bring up the Moderator Menu) Press 2, the audio prompt will prompt you Muted 13

Note: To un-mute your line Press * (to bring up the Moderator menu) Press 2, the audio prompt will prompt you Un- muted You can also use the Mute button on your phone to achieve the same result as using the option from the menu 3. Control the volume of your line While in a Meeting you can adjust the volume of your line to the meeting participants. Press * (to bring up the Moderator Menu if required) Press 3, the audio prompt will prompt you To decrease the volume press 0, to increase press 1 Press the required option 5. End a Meeting The Meeting will end after all participants have hung up their call. If the Moderator hangs up the call the meeting will still continue with the remaining participants. If the Moderator wants to ensure that the meeting will end for all participants, press 5 (Terminate meeting) from the Moderator menu. 6. Who to contact for assistance Should you require Technical assistance? Technical assistance for Video Meeting Rooms is available during Business Hours, 5 days a week / 07:00Hrs to 19:00Hrs (AEST), by calling the TIPT Helpdesk Support on 1800 287 289 14

7. Appendix A Calling Prefixes A Calling Prefix code can be used followed by the Full National Number to set the preferred Video speed when inviting participants via the Moderator menu option 8: Prefix + FNN 730396548888 (ISDN video call at 384kbps) 700011447555060555 (International Audio call at 64kbps) If no Prefix is used then the default Prefix of 73 is applied for ISDN Video calls. The Prefix determines the preferred maximum ISDN Video data speed: Prefix 70 71 72 73 75 76 Video Speed (bps) 64k Audio 128k 256k 384k 512k 768k The Prefix 34 + Mobile number will connect a compatible 3G Mobile device using mobile video. 15

8. Frequently Asked Questions The following is a list of Frequently Asked Questions to consider when using the TIPT VMR. If making a Video call into a TIPT VMR from your mobile phone, ensure video calling is supported by your mobile device and the network provider and you have activated video calling on your mobile phone. Another participant of the meeting can become the Moderator, however the current Moderator must relinquish moderation rights, before the new Moderator can take control. The first Moderator must press * (to bring up the Moderator menu) then 1. The other participant can then press * (to bring up the User menu) then 1 followed by the moderator pin to become the Moderator. When dialling into a meeting that has been blocked (by the Moderator) you will receive an audio prompt to advise you that you can not join the meeting. As soon as the Moderator allows admission (unblocks) the meeting you will be allowed to join the meeting. If a Moderator hangs up their call to the VMR, the other participants in the meeting can still continue with the meeting. To ensure all participants have ended the meeting the Moderator should choose option 5 (Terminate the meeting) from the Moderator menu. 9. Glossary Name TIPT VMR Meeting Dial In number Meeting ID Moderator Gateway Numbers Description Telstra IP Telephony Video Meeting Room Company specific Pilot number to dial into Number to dial or enter that identifies a specific meeting Host of a Meeting Access numbers that guests may be required to dial to join a VMR 16