UNIFIED MEETING 5 W I N D O W S U S E R G U I D E Unified Meeting 5, ur meeting and cllabratin applicatin enhances the way yu cmmunicate by making meetings cnvenient and easy t manage. It imprves yur meeting experience with intuitive and pwerful prductivity enhancements in a hsted service that is integrated with the tls yu already use every day. The instructins in this user guide will help make meetings easier t manage, mre effective and mre prductive. GET STARTED It s never been easier! Just fllw the simple instructins belw and yu are n the way t yur first visual audi experience. DOWNLOAD AND SETUP During the install prcess, yu will need t enter yur lgin and passwrd lcated in yur welcme email. Be sure t have that infrmatin available r cntact custmer service t have it resent. Please nte yur participants are nt required t dwnlad the applicatin t jin yur meeting. 1. Click here and fllw the installatin prmpts fr yur Windws system. 2. Enter yur Unified Meeting 5 lgin fllwed by yur passwrd. 3. When yu ve been successfully signed in, the Meeting Center desktp icn and a pp-up will appear cnfirming yu are signed in. MEETING CENTER DESKTOP ICON Once installatin is cmplete, yu will see the Meeting Center icn in the System Tray in the bttm right crner f yur desktp. Frm here, yu can: Schedule meetings Start and jin meetings Change yur settings Check fr applicatin updates BROWSER APPLICATION If yu d nt install the meeting applicatin, yu can launch brwser-nly meetings t manage yur audi participants nline. Yu can utilize features such as view/share webcam vide, mute, dial me, chat and pen/clse meeting rm dr. Please nte that the fllwing features are nt available in brwser-nly: Vice ver IP, dcument sharing, integratin with instant messenger, scheduling, calendars, cntacts and audi cntact lk-up. Click here fr a cmplete list f supprted perating systems and brwsers fr brwser mderatr.
Features and Functinality Table f Cntents Nw that yu have successfully dwnladed Unified Meeting 5, please use the fllwing instructins t help yu get started with Unified Meeting 5 s features and functinality. Schedule Meetings with Micrsft Outlk Start Yur First Meeting Start r Jin a Meeting with Vice ver IP Vice ver IP Settings Changing Yur Output and Input Device Quick Invite Tl Custmize Yur Business Card Meeting Security Clsing the Meeting Rm Dr Custmize the Waiting Rm Call Cntrl Online Web and Audi Synchrnizatin Vice Status Icns Mute/Unmute Participants Grup Mute and Lecture Mde Dial-Out t Participants Break-Out Rms/Sub-Cnferencing Share Visuals Applicatin and Desktp Sharing Enhanced Sharing Features Anntatins Scaling and Resizing Zm Prmting Participants t a Presenter Pass Sharing Cntrls Enhanced Meeting Features Plls Name Replay Reprts Recrding/Archiving Multipint Vide Custmer Service and Supprt
Schedule Meetings with Micrsft Outlk 1. Open an appintment time in yur Outlk calendar and then click the Meeting Center icn. 2. T custmize the language f yur meeting invitatin, click the dwn arrw belw the Unified Meeting 5 icn and make yur selectin. The meeting infrmatin will ppulate in this language. 3. Yur calendar meeting invite will be autmatically ppulated with meeting access links fr yu and yur participants. Additinal cntent can be added t the bdy f the email t custmize yur message. Start Yur First Meeting 1. Frm the desktp menu, select Start Meeting. 2. Enter yur details n the left under My Infrmatin. 3. Select hw yu wish t jin the audi prtin f the meeting frm these fur ptins: Call Me: Chse yur cuntry and enter a phne number fr the system t dial ut t yu. Dial In: View dial-in access numbers and cnference cde which yu can dial frm any tuch tne device. I m Already On: Yu are already cnnected t the audi r wish t have a web nly meeting. VIP: Jin audi using Vice ver IP sftphne. 4. Click Start Meeting. Alternatively, yu can als click the link t jin the meeting frm yur wn email calendar invite. If yu are accessing the meeting frm a device n which the meeting applicatin is nt installed, simply g t the URL listed in yur welcme email and lg int yur accunt with yur lgin and passwrd.
Start r Jin a Meeting with Vice ver IP (VIP) Available t bth mderatrs and participants, Vice ver IP prvides the ptin f using a Vice ver IP sftphne instead f a traditinal phne audi cnnectin. If yu have upgraded Reservatinless-Plus with Dlby Vice yu will see the Dlby icn in the tp right crner f yur avatar. T learn mre r enable Dlby Vice, please cntact yur sales representative. 1. When starting r jining a meeting, select VIP and a check will autmatically cnnect the apprpriate speaker. 2. Yu will be able t select frm different audi surces and adjust yur vlume. When vlume is set t an acceptable level, click Start Meeting. 3. Yu will hear a prmpt, but will nt need t enter a cnference cde and/r leader PIN as the system will cnnect yu directly. 4. During yur meeting, yu can chse t discnnect yur Vice ver IP cnnectin and establish a phne cnnectin by right-clicking yur avatar and then selecting Discnnect Audi. Please nte Vice ver IP wrks with inbuilt micrphnes, hwever when jining frm a public lcatin it is recmmended that HD headsets be used t avid backgrund nise. VOICE OVER IP SETTINGS The Vice ver IP settings menu allws yu t select yur audi input and utput devices, in additin t allwing yu t adjust yur vlume level. The settings menu can be accessed frm three areas: Selecting VIP as an audi cnnectin n the Quick Start page. Right-clicking yur avatar, then selecting Manage VIP. Chsing the Gears icn n the lwer right f the screen, then clicking VIP Settings. CHANGING YOUR OUTPUT AND INPUT DEVICE 1. In the VIP Settings menu, select the drpdwn menu fr speaker r utput device. Adjust the vlume t yur preference. 2. Click the drpdwn menu fr yur input device t chse yur preferred micrphne. 3. Click OK.
Quick Invite Tl The Quick Invite tl allws mderatrs t invite participants t jin the meeting via email r instant message nce the meeting has started. Please nte the first time yu use this yu may be asked t enter yur netwrk credentials, accrding t yur netwrk security settings. The Quick Invite tl can be accessed frm the drpdwn menu n the main tl bar. Once yu start typing a name, the system searches fr matches in the Active Directry and any installed instant message clients. Select the crrect cntact and methd f invitatin: email r chat and click Send Invitatin. If yu selected email, the system will autmatically send the cntact an invitatin email cntaining a link fr yur participant t use. This is sent via yur default email system. If yu selected instant message, the system will send a live chat message cntaining a link fr yur participant t use. This is sent via yur default instant messenger system. Please nte yur instant messenger prgram must be running while perfrming the instructins abve and t send invites t yur Unified Meeting 5 participants. Custmize Yur Business Card ADD YOUR INFORMATION Name Title Email City* Integrate with yur LinkedIn r Facebk accunt Create a custm prfile Please nte city is autmatically detected thrugh yur IP address and lists the current weather. Yu can change yur city lcatin, but the weather capture will nt autmatically update. CUSTOMIZE YOUR PHOTO Select an avatar Uplad image / pht Take instant pht
Meeting Security CLOSING THE MEETING ROOM DOOR Add further security t yur meeting by clsing the meeting rm dr by clicking the lck icn. Yu can screen yur participants in the waiting rm and then prvide them access t the meeting ne at a time. Yu will be ntified f an incming participant by the desktp icn prmpt. Yu can accept r reject an incming participant by either: Clicking the crrespnding link in the desktp icn prmpt. Selecting the incming participant in the wait list frm the tp left f the interface. Please nte by default the dr t the meeting is clsed if nly the web prtin f the meeting is launched. CUSTOMIZE THE WAITING ROOM Edit yur persnal message at any time t keep waiting participants infrmed if yur previus meeting runs ver r yu need t ntify them befre entry f any updates such as gathering specific infrmatin frm their email files, etc. T access this, click n the Infrmatin Tab (i) and type in a message. This will be updated in the waiting rm in real time. The message can be updated as many times as needed.
Call Cntrl Yu can always see the vice status f yur participants in the participant panel r business cards. Knw wh is currently speaking r has recently spken in the meeting by selecting the menu icn selecting Recent Speaker. n the participants list, then ONLINE WEB AND AUDIO SYNCHRONIZATION By dragging and drpping the avatars f their name and phne cnnectins tgether, mderatrs and participants can synchrnize their wn audi and web cnnectins via the web interface withut tuching a telephne keypad. Mderatrs can als synchrnize participants audi and web lines t easily identify wh is speaking. VOICE STATUS ICONS Yu can always see the vice status f yur participants in the participant panel. Standard Vice Icn The participant (r mderatr) is currently in the main meeting rm cnnected by phne. VIP Vice Icn The participant (r mderatr) is currently in the main meeting rm cnnected by their cmputer. Active Speaker Icn The participant (r mderatr) is currently speaking, r it may indicate backgrund nise cming frm this line. Active VIP Vice Icn The participant (r mderatr) is currently speaking, r it may indicate backgrund nise cming frm this line. Muted Line Icn Participants cannt be heard when their lines are muted. In mute and grup mute mde, participants have the ability t unmute themselves. Muted VIP Icn Participants cannt be heard when their lines are muted. In mute and grup mute mde, participants have the ability t unmute themselves. Lecture Mute Icn Participants cannt be heard when their lines are muted and d nt have the ability t unmute themselves. VIP Lecture Mute Icn Participants cannt be heard when their lines are muted and d nt have the ability t unmute themselves. Dlby Vice Icn If yu have upgraded yur Reservatinless-Plus with Dlby Vice yu will see the Dlby icn in the tp right crner f yur avatar. T learn mre r enable Dlby Vice, please cntact yur sales representative.
MUTE/UNMUTE PARTICIPANTS Click the vice icn next t the participant s name n their business card t mute r unmute that participant. T mute/unmute all participants at nce, click Mute/Unmute All. at the tp f the interface then select GROUP MUTE ALL AND LECTURE MUTE ALL Enable Grup Mute All r Lecture Mute All by clicking at the tp f the meeting interface. Grup Mute All: All participants are muted and have the ability t unmute themselves by pressing #6 n their telephne keypad. Lecture Mute All: All participants are muted and cannt unmute themselves. DIAL-OUT TO PARTICIPANTS Frm the tlbar menu, select and select Dial participant(s). Enter the name and telephne number (n spaces r characters required) f the participant t call and click Dial. T dial mre participants simultaneusly, click Dial mre participants. BREAKOUT ROOMS/SUB-CONFERENCING Mve yur participants int breakut rms where they can have a separate meeting experience. T create breakut rms: 1. Right-click n the participant s avatar. 2. Select Mve t and click n any rm number t initiate the break-ut rm view. Mderatrs have full cntrl f all rms (mve participants between rms, cntrl audi, rename rms, etc.).
Share Visuals APPLICATION AND DESKTOP SHARING Share and cllabrate n files and applicatins with yur participants directly frm yur desktp. 1. Click Share at the tp left f the interface. 2. Select what yu wuld like t share frm the left side menu. Files & Applicatins: All applicatins currently pen n yur desktp and available fr sharing will be listed. Select the file r applicatin t share and click Start Sharing at the bttm f the interface. Entire Screen: Asks yu t select a mnitr, s that yu can chse which mnitr t share if yu have mre than ne. Select the apprpriate mnitr and click Start Sharing. Screen Area: Enables yu t select an area f the screen t be shared. Click Select Area, then click and drag the area yu wish t share. PAUSE APPLICATION SHARING Mderatrs and presenters can pause an applicatin frm being shared t the audience. Once paused, anything the mderatr/presenter des n his desktp will nt be seen by participants until sharing is cntinued. T pause a shared applicatin: 1. Click Pause next t Sharing at the tp right crner f the screen. 2. The icn will flash and Sharing will change t Paused. T cntinue sharing: Click Pause again and sharing will resume.
ENHANCED SHARING FEATURES SCALING & RESIZING Presenter and participants have the ability t cllapse panels t increase the viewing area. Cntrls expand and cllapse the left r right side f main meeting windw. ZOOM Presenters and participants have the ability t zm in n what is being shared. This cupled with the scaling and re-sizing tls wrks very well t ensure yu d nt miss any imprtant infrmatin. PROMOTING PARTICIPANTS TO PRESENTER Participants can be prmted t a presenter during a meeting s they can share cntent frm their wn cmputers. T prmte a participant t presenter: 1. Right-click n the participant s avatar yu wish t prmte. 2. Select Grant Share Privileges. 3. The participant will receive a ntificatin that they have been granted sharing privileges. T revke sharing privileges, right-click n the participant s avatar and select Revke Share Privileges. Participants can request sharing privileges by clicking the Share tab. Please nte participants must install the Unified Meeting 5 applicatin in rder t be prmted t presenter. PASS SHARING CONTROL Presenters can pass sharing cntrl t participants during applicatin r desktp sharing t cntrl r edit cntent being shared by the mderatr. 1. Right-click the participant s avatar yu wish t pass sharing cntrl. 2. Select Pass Sharing Cntrl. T revke sharing cntrl, left-click anywhere n the screen.
Enhanced Meeting Features Utilize a variety f pwerful features t make yur meeting mre interactive and enrich the experience. POLLS Gather feedback, test yur participants knwledge and get quick results with plls. NAME REPLAY When a mderatr right clicks n a participant s line in the Participant panel their recrded name will be replayed. Please nte the Name Recrd setting must be enabled prir t the meeting n the Reservatinless-Plus audi platfrm. RAISE HAND Participants with questins r cmments can raise hand t ntify the mderatr and ther meeting participants. REPORTS Unified Meeting 5 stres detailed reprts frm yur meetings, with infrmatin n the duratin f the meeting, number f participants, participant names, etc. Click Reprts in the Cnference Manager t access meeting reprts.
RECORDING/ARCHIVING Extend the reach f yur meeting by recrding and archiving it fr future playback. 1. Click Recrd lcated at the bttm right crner f yur screen. 2. Name the recrding and select Start. 3. A system generated passwrd will be autmatically prvided. Yu may change r remve the passwrd, thugh we highly recmmend t have yur recrdings passwrd prtected. By default, bth archive retrieving ptins (i.e., dwnlad as a Zip file and hst n a secure server) will be checked. Yu may update based n yur preference. 4. The web recrding will begin immediately. The audi recrding sessin will begin after yu hear the vice prmpt, Yur cnference is being recrded. Participants will als see a pp-up message n their web interface advising them that the sessin is being recrded. They will be given an ptin t cntinue r leave the meeting. 5. T end yur recrding, click the recrding timer, fllwed by Stp Recrding. Yu will hear the message Yur cnference is n lnger being recrded. 6. Yur archives will be available after the meeting ends. They can be accessed via the Cnference Manager, under Meetings. Please nte additinal charges will apply. MULTIPOINT VIDEO Mderatrs and meeting participants can bradcast vide directly frm their desktp web camera fr even mre effective nline cllabratin with multipint vide. Optimize yur meetings with ptinal live vide interactin with up t eight simultaneus vide feeds. Simultaneus vide feeds can be cnfigured up t 16. Please cntact yur sales representative fr mre infrmatin. Once prvisined, yu and yur participants may enable the vide feed during yur meeting. ENABLING FROM YOUR AVATAR 1. Within the meeting, hver ver yur avatar until the available ptins are displayed. 2. Click the vide icn t access the vide feature. A preview windw will start n yur screen. 3. If yu have multiple webcams cnnected t yur cmputer, select the webcam t use frm the drpdwn list. 4. Select Start t stream yur vide t yur meeting participants. 5. Hver ver the same vide icn t end yur vide streaming.
Custmer Service and Supprt TECHNICAL SUPPORT AND ACCOUNT ASSISTANCE Technical supprt umsupprt-us@meetingcnnect.net On yur phne keypad: *0 (meeting) r 00 (individual) Technical supprt during meeting On the web: Click in the Unified Meeting 5 interface and select the apprpriate cntact: Custmer Supprt r Prduct Suggestins. Billing and accunt inquires 877.769.7229