OpenTouch® Conference User Manual
Contents
1. 7 Conference Name My webinad Billing Code optional Make Conference Active Indefinitely 7 Options Leader Starts Conference Keep participants on hold until leader joins Leader Ends Conference End conference when leader hangs up Roll Call Record and playback names when participants join Lecture mode Mute all participants for duration of conference Allow callers to un mute themselves Join tones Play tones when participants join and leave the conference call Auto record Start recording when conference begins Screen Share Enable ScreenShare during the call 0000 6 6 Conference Summary Email summary to leader when conference ends Send Email To V ieNDa ee AAA M Separate multiple emails with commas or semi colons Then the webinar should be started like a standard conference but all the participants will be muted by default and will hear Line muted press 1 to speak on connection In order to be able to ask a question during the webinar participants will then need to un mute themselves either from the web interface by opening the menu behind their name and click on Resume or by pressing 1 on their phone dial pad As a call leader you can also un mute all the participants from the web interface through Controls button Resume all When the webinar is finished you can hang up the phone this will lead to automati2. and Windows versions Please refer to the OpenTouch Conference white list posted on www opentouch com conference Installing Outlook add in To install the Outlook Add in go to your account in the Get Apps tab or https my conference opentouch com download and download the app You ll be prompted to select the appropriate Outlook add in which depends on the Outlook version you have If you re not sure which version of Outlook you have go to the Help tab of Outlook click on About Microsoft Office Outlook it will indicate the version The Add in installs to either Program Files or ProgramFiles x86 depending on the bitness of both Windows and Outlook versions Once the add in is running it stores each user s settings and cached data under their own AppData folder To install Outlook add in you need to have admin rights on your PC Uninstalling Outlook add in To uninstall the add in go to Control Panel and select either Add Remove Programs XP or Programs and Features Win 7 Vista Look for the OpenTouch Conference Add In for Microsoft Outlook Ver and click on the Remove button to uninstall Changing your Outlook version If you upgrade your Outlook to a new version your former Add in should work OK with your new version of Outlook but it will not make best use of the additional features in your new version of Outlook We recommend that you un install your current version of the add in upgrad
3. John Doe Conference To invite participants copy the text below into an email or calendar appointment Alternately you can use the links on the right side To change the invitation displayed below click on a conference above John Doe s Conference Here s how to join the call When ready click hitos iioin conference opentouch cormnhooooot 4 Setting up your Outlook add in If you have Outlook we highly recommend that you install the Outlook Add in on your computer It s free This will allow to connect to your OpenTouch Conference account directly from Outlook without having to log in with username amp password send conference invitations from your outlook interface join your conference by clicking directly on the conference link from your outlook add in no need for long dial in or access codes Ae A Conference gt Be OpentTouc Home Call History Profile GetApps Get Started C Welcome John Doe s E View gt John Doe John Doe s Conference D at Join De Invite Invitation For John Doe Conference se More Y To invite participants copy the text below into an email or calendar ap To change the invitation displayed below click on a conference above OpenTouch Conference John Ooe s Conference Here s how to join the call When ready click hips join conference opentouch conmvsc00ce Edition 3 Copyright ALE International 2015 OpenTouch Conference Supported Outlook
4. Log in to your account at https my conference opentouch com Username john doe com Password ABCDEFG 1 To learn all about getting started with your OpenTouch Conference go to Get Started 2 To download your mobile app and Outlook Add in go to Get Apps 3 To change your OpenTouch Conference details go to My Account If you ve forgotten your password Go to my conference opentouch com and click I forgot my password Your password will be sent to the email address linked to your account Supported browsers Please refer the OpenTouch Conference white list posted on www opentouch com conference Creating additional conferences on your account By default your OpenTouch Conference account has 1 pre defined conference bridge You may decide to create additional bridges To do so log in to my conference opentouch com and select Create New Conference Edition 3 Copyright ALE International 2015 OpenTouch Conference eme You are logged in as Test User a A Alcatel Lucent Enterprise Group OpenTouch Conference logout ile Get Apps Get Started Get Support Create Hew Conference Manage Delegates Conference Name Leader Code Participant Code Action ranra no2angns NOAARNRH lain View Settinac Changing settings of your conference You may want to change the default settings of your conferences To do so log in to my conference opentouch com and select Settings This provides you with a series of option
5. USER MANUAL f AF S gt rena Cloud OpenTouch Conference User Manual NOVEMBER 2015 sessoooscosscosscossooososoosssososososssossssssososssssssssessessseo Alcatel Lucent Enterprise Disclaimer This documentation is provided for reference purposes only While efforts were made to verify the completeness and accuracy of the information contained in this documentation this documentation is provided as is without any warranty whatsoever and to the maximum extent permitted In the interest of continued product development Alcatel Lucent reserves the right to make improvements to this document and the products it describes at any time without notice or obligation Copyright Copyright ALE International 2015 Distribution of substantively modified versions of this document is prohibited without the explicit permission of the copyright holder Distribution of the work or derivative of the work in any standard paper book form for a commercial purpose is prohibited unless prior permission is obtained from Alcatel Lucent Alcatel Lucent OmniPCX and OmniTouch My Teamwork OpenTouch are either registered trademarks or trademarks of Alcatel Lucent All other trademarks are the property of their respective owners Document reference 8AL91350USAA November 2015 Alcatel Lucent Enterprise Contents Want a quick start sessossossossossossossossossossosoosoossossossossosoessossosseeo 5 Setting up your O
6. cally disconnect all the participants Edition 3 Copyright ALE International 2015 OpenTouch Conference Sharing your screen while using OpenTouch Conference OpenTouch Conference users can share their screen using ScreenShare After joining the conference you click on Share my Screen A green band will appear you ll be sharing everything in it Resize this band if you want to share just a portion of your screen The person with the dark blue PC icon is the person sharing the screen OpenTouch Conference 4 John Doe s Conference Sgn m was Linken Joha Doe Work ay i 033 0000000000 on V id s Jessica Johns o V 33 0600000000 Sd y i apnea X Stop Sharing Sharing your screen for the first time If it is the first time you share your screen you will be asked to install a program file You need admin rights to do so Follow the instructions Upon completion you won t need a re start to share your screen lale A crrcerir JELwERta You ll only need to do this once on this computer ScreenShoreinstoxze Edition 3 Copyright ALE International 2015 16 OpenTouch Conference Viewing the screen Participants who joined the call via the link or Join Button in their invitation will automatically be able to view the leader s screen Participants who dialed in can view by going to view conference opentouch com and by entering the ScreenShare ID to be provided by the learder Th
7. can also assign billing codes to past calls by clicking Call history in my conference opentouch com or by clicking on Billing code in the post call email notification you receive This will assign change the billing code of that specific call Edition 3 Copyright ALE International 2015 OpenTouch Conference Changing email address for your account Your email address is a unique way to identify your account and as such is directly linked to your Leader and Participant access codes So although you can change your email address it will result in your access codes changing at the same time Planned conferences will need to be re planned with the new conference access codes and URLs Delegating others to invite people on your behalf You may allow colleagues to invite participants to a conference call using your conference details To do so log in to my conference opentouch com select Manage delegates from the main page and follow the steps indicated If you have a smart phone or tablet iphone ipad Blackberry Android we highly recommend you download your OpenTouch Conference mobile app on your devices It s free This will allow to send conference invitations from your mobile device join your conference by clicking directly on the conference link from your mobile phone no need for long dial in or access codes benefit from the mobile app controller to see who s on and who s speaking if yo
8. ce call should be set up and managed for a better user experience Edition 3 Copyright ALE International 2015 11 OpenTouch Conference When the first participant joins your conference you ll receive notifications Onyour PC if you ve installed the Outlook Add in On your mobile device if you ve installed the mobile app You can then decide to view who s on before you join 15 42 fests R Conference 15 42 A participant has joined your conference The 4 ways to join a call From your OpenTouch Conference account click on join near the appropriate conference bridge From your Outlook add in click on join you won t need an access code gt B View a Join Invite s s More 7 OpenTouch Conference Edition 3 Copyright ALE International 2015 12 OpenTouch Conference From your mobile device click on join you won t need an access code sts i Settings John Doo s Conference John Doe s Conference Diatin Number 33 0 1234 567 89 Leader Code 1234567 Participant Code 12345674 Dial in Number 33 0 1234 567 89 Leader Code 1234567 Participant Code 12345674 From the invitation you have sent or received if you re a participant the invitation received includes a Join button which you click after which you enter the number to be called on You won t need an access code If you don t have an internet access you can as well dial in one of the number
9. e 1 individual click on the arrow at the right side of their name To mute all click on Control Mute all These functions are as well accessible from your mobile app Participants can only mute themselves Edition 3 Copyright ALE International 2015 13 OpenTouch Conference Recording a call With OpenTouch Conference you can record a call one of two ways Option 1 Record on the fly You can record any call at any time simply by clicking Control Record from the Web controller accessed by logging in to my conference opentouch com or via your apps for BlackBerry iPhone and Android A voice prompt will indicate to participants that the call is being recorded You can stop the recording in the same way 233 John Doe s Conference in Sign in with Linkedin i John Doe Work x 4 03 30 Connectes Jessica Johns ack inane Yo 4 Assign Billing Code 33 0000000000 r Kristina Huston Start Noise Suppression 0008 Tolking lt 4 4 gt 33 0000000000 e e Record Call Resume All Hold All Except Leader Mute All Except Leader i Participonts 3 Muted 0 oe S at 4 Add Join Controls Option 2 Pre set the recording You can set up your conference with the Auto Record feature When Auto Record is selected every conference using that bridge will automatically be recorded once two participants have joined the conference To set up Auto Record log in to my conference opentouch com
10. e Outlook and then install the new version of the add in Any settings that you have made in your current version of the add in will be preserved when you install the new version Changing your Add in version When new releases of Outlook Add ins become available we recommend you install the new version Generally you do not need to un install previous versions beforehand unless you are upgrading to a new version of Outlook as well This includes when upgrading from Outlook 2010 2013 32 bit to 64 bit Seeing your changes in your conference settings When you change your conference settings the changes may take a while to be reflected in your Outlook add in OpenTouch Conference on Outlook logs in and refreshes your user profile every time Outlook starts To refresh your profile manually click More on your toolbar Outlook 2010 or OpenTouch Conferencing Outlook 2007 and select Refresh Profile With OpenTouch Conference your conferences are reservation less which means you can use them at any time all you need to do is share the dial in details and participant code with the people you want on your meeting Edition 3 Copyright ALE International 2015 OpenTouch Conference Sending an invitation There are 3 ways to send an invitation From your OpenTouch Conference account click on invite near the conference bridge you select for this invitation This will create an invitation with your conference detail
11. e screen share ID appears on the leader s web interface see picture below Letting participants present You can let others present You first need to stop sharing your own screen then you can click on Let participants present The Share My Screen button will appear on their web interface and they can proceed with the sharing ID X0000 a No one is currently sharing Let Participants Present NO Edition 3 Copyright ALE International 2015 17
12. ect the primary and secondary dial in numbers that appear in your invitation When you are done click save to return to the preview screen Black listed country list Yes the following countries are blocked for Dial Out from OpenTouch Conference Afghanistan Angola Cuba Iran Iraq Libya Myanmar North Korea Sudan Rwanda Syria We also block dial out calls to all premium rate numbers in all countries e g 900 numbers in the US 0900 numbers in the UK and other similar services in other countries For dial in restrictions for Japan and UAE you cannot call a toll free number from your mobile phone Sending an invitation on behalf of someone you manage You can set up a conference call on behalf of someone else with OpenTouch Conference on Outlook by clicking on Invite selecting the delegate s conference you wish to schedule You finalize the invitation as if it were your own You can do similarly from the web interface Log in to my conference opentouch com click the conference you wish to use and copy the invitation text into an email or calendar invitation or use the shortcut links to open a draft email or calendar invitation pre populated with these details Maximum number of participants Although there is no physical limit to the number of participants you can have on a conference call we ask that you inform us if you expect over 150 participants as we would recommend some changes to the way the conferen
13. eeneeeeeeeeeeeseeeeeeeeeeeeees 9 Changing your Add in VelSiON 22 o1a5 0 teaccesatnesecactescsesstaesens cisscsas siewesesntescsesatenseussese 9 Seeing your Changes in your conference SECTINGS cece ccc ence cece cc ceeeeceeeeceeeeeceeeecees 9 SENGING Al INVICALION ccocancsieyecccedcnecsactawesesadecaacscaeweaesedaesacaeaensacsedeweten 9 DOCS aN MV IAG Ol EEE E E clea 10 Modifying the primary and secondary dial in numbers contained in an invitation 11 BlacK IS CCGHCOURIELY USU ccccececacecseseacanecucacsessuuaosaecussouaseuceds accucqeeeseucaes accu qaeeees 11 Sending an invitation on behalf of someone YOU MANAGE cc sec ceecccceeccceeccceececees 11 Maximum number Of participants ccc cece cece cece cece ee eeeeeceeeeceeeeceeeeeeeeseceeeeeeeees 11 Receiving alert when someone joins your Call cccceccccccccccccccceecceeccs 12 JOINS al ale a E ratenocecetoesacnetensaececonsss 12 Wie 4 Ways tojon a Calli wos cececancseaecaoscsess tue ENTENEN EEEN TENENTES 12 Joining using your mobile phone as your web controller ssssssesesesseseseesesessesesees 13 Controlling your conference Call cece cece cece cee ccceeccceccceecccescccecccees 13 Muting participants Putting participants ON NOlId cece cece cece ccc eeeccceeeeceeneceeees 13 RECOPA eC Was areca caren sees neti eaa nee ne arc nein varenies soe E O eae eeees 14 REUHICVING the recordio vers cade seen vasteeeen vals selem vaste ve
14. o cide EEEN vaste eee en vane sole sate teen vans EEEE EER 14 OpenTouch Conference Edition 3 9 10 Controlling your conference settings for a webinar sesseseeceseecesoesecoeo 14 Webinar Sse tNoS orara E E E E ET A E RA e T e o 14 Sharin your SCC iis erranen EE EE EER 16 Sharing your screen while using OpenTouch Conference sssessesescesesescesesceceseee 16 Sharing your screen for the first time sssessssesesescseceseecesesceecocsescsorececeseeceoeeeeo 16 VIEWING UNG SC CEN erriren ar EEE saan E E A sean veaweasecss ace 17 Letting Dal LIGIDANUS DIFESON Uacetiscetin ii iaeoa EEE TE a teta de 17 Copyright ALE International 2015 OpenTouch Conference If you want a quick start with OpenTouch Conference visit httos www opentouch com conference how to ph You ll get an illustrate tour with the main instructions to start using your OpenTouch Conference When you receive your account credentials your OpenTouch Conference account is all set up for you However you may want to customize it Logging in To log in to your account go to my conference opentouch com and enter the username and password found in your welcome email Alternatively you can log in directly from your welcome email by clicking My Account on e OpenTouch C nference Hello John Welcome to OpenTouch Conference Your account will be ready to use within 15 minutes upon receipt of this mail _
15. penTouch Conference ACCOUNt sessecsecceccecceccecceeceecee 5 EOCENO eea eE EN E E EE E EE E E EEES E EEEE 5 If you ve forgotten your password s sssssessssecesesceceseecoeosececsoceoeosoeecsoreeeoeeeecsoeo 5 SUPPO DOW SEES eerror ENEE E EETAS 5 Creating additional conferences on your account ssssssessesesceceseeceecsceceseeceeeseseeo 5 Changing settings of your conference ssssssesceseseeceecsescesesceccseeceeescoecesesceeesees 6 Adding a billing code to your conference sssssssesesesceccscscescscesesescescseecesescoecesees 6 Changing email address for your account sssesssescesesescesesceceseeceecsceceseeceeeeceeeo 7 Delegating others to invite people on your behalf ssesssesssseseesesesoessseesesesoeseseeo 7 Setting up your mobile app sessessessossossossossossossossossossessessessossossoo 7 SUD De FEC S ad E EEE EEE EEE EE E T E EE EE ET 7 Installing OpenTouch Conference on BlackBerry iPhone Android ceeeeecceeeees 8 Setting up your Outlook add in ccc e ec cence cence cence cceccceecccescccesccees 8 Supported Outlook and Windows versions cceeccceeccccecccceeccceececeeesceeeceeeeeeeees 9 Installing QUULOOK AGG IINs4 50200dssseravarscedorditasadtavesmatanncavaddeveesedaedeenatdeeeasederalasedenve 9 JTS CaS OUTIOOK ACN s wie cheers scatcaata cn aww emer aulen ss acee E aae 9 Changing your Outlook VELSiON cceeccceeccceeccceeeeceeeeeceeeec
16. s included j d Get Support Conference Invitation John Doe s Conference er Code John Doe s Conference Here s how to join the call te France Loc ag sec ne a gah ag eee Peg esas gas When ready click https join conference opentouch c What happens 1 You enter your phone number and OpenTouc need to dial in 2 OpenTouch Conference then shows you wh ween cence ss eceeceeeesessesessesssseesssessesescesssesesee if you are offiine dial in ocal 33 0 1767 From your Outlook add in click on invite select which conference bridge you want to plan and send invitation as a regular outlook invitation Get Started Ge N a S View Join Invite g s More Y ve OpenTouch Conference From your mobile app click on invite and select if you want to send an email or an invitation Invite By Email By Calendar Cancel Edition 3 Copyright ALE International 2015 10 OpenTouch Conference Modifying the primary and secondary dial in numbers contained in an invitation The system includes by default the dial in numbers you have pre set in the conference settings for this bridge If you would like change the primary and secondary dial in numbers shown in your invitation click invite and view the screen that shows a preview of your invitation Then click add remove dial in numbers which will take you to a screen that allows you to use drop down menus to sel
17. s provided in the invitation mep eee ene D but mer 060872014 1500 M journ e enti re Heure defin mer 06 08 2914 16200 l John Doe s Conference Here s how to join the call When ready click https join conference opentouch com 123 What happens 1 You enter your phone number and OpenTouch Conference calls you No need to dial in 2 OpenTouch sania iia you who s on and who s speaking ee eee Oe EEE EEE EES EEE SESE SESE SESE EES SEES TEESE SEES SEES ESSE CEES ESSE S ESSE SESS ESSE SEES ESS SESS SS SESS ESET EST STS See Se eeT STE Or if you are offline dial in France Local 33 0 1777 111 44 Participant Access Code 0211222 Joining using your mobile phone as your web controller If you don t have your PC you can join using your mobile app as your conference controller while joining using a fixed line You click on Join on your mobile device then select which number you want to be called on e g their desk phone or meeting room speaker phone As the call leader you can then manage the call from your smart phone for enhanced visibility security and control When you enter the conference the web interface indicates directly who s on and who s speaking You can access more Control features Muting participants Putting participants on hold As a Call leader you can mute and unmute yourself or others at any time or put participants on hold from the web interface see below To mut
18. s that you may check or uncheck As an example you may decide to only allow the conference leader to start the call reate new Comecrence manage veiegates View Settings Home Call History Profile Get Apps Get Started Get Support Conferences Edit Conference Edit Conference Settings Leader TestUser Conference Name Test Conference Billing Code None Make Conference Active Until Indefinitely Options Leader Starts Conference Keep participants on hold until leader joins Leader Ends Conference End conference when leader hangs up Roll Call Record and playback names when participants join Lecture mode Mute all participants for duration of conference Join tones Play tones when participants join and leave the conference call Auto record Start recording when conference begins Screen Share Enable ScreenShare during the call qd 197774 666666 6 0 Conference Summary Email summary to leader when conference ends Send Email To V jon gmail com E johnde alcatel lucent com Seperste multiple emails with commas or semi colons Adding a billing code to your conference You can add billing codes to your conferences from your web portal in several ways Pre set a code go to my conference opentouch com click Settings next to the conference of your choice and enter a billing code in the edit screen All conference calls using this bridge will be assigned the code you ve entered see above Post set a code You
19. select Settings next to the conference of your choice and follow the steps indicated Retrieving the recording After your conference has ended the leader can download the recording of the conference from the Call History section of my conference opentouch com Recordings are made available for 60 days and can be played back at any time once downloaded wav format OpentTouch Conference default settings are perfect for standard calls but if you want to organize and perform a webinar or a conference with a large audience it is recommended to create a dedicated conference with specific settings Webinar settings You should create a new conference with specific settings To do so log in to my conference opentouch com and select Create New Conference and check the following options Select Leader Ends Conference End conference when leader hangs up Select Lecture mode Mute all participants for duration of conference Keep selected Allow callers to un mute themselves it will be useful for the Question Answer session Unselect Join tones Play tones when participants join and leave the conference call Edition 3 Copyright ALE International 2015 14 OpenTouch Conference Home Call History Profile Get Apps Get Started Get Support cc Create New Conference Anew leader access code will be created for this conference Use this access code when joining this conference Leader Myself
20. u have wifi or 3G UMTS or EVDO network you ll be able to both speak with your mobile phone and use it as a controller if you have only a GPRS or EDGE connection you will only be able to either speak or control from your smartphone not both HoT Settings s 3 settings John Doo s Conference John Doe s Conference Diatin Number 33 0 1234 567 89 Leader Code 12345674 Participant Code 12345674 Dial in Number 33 0 1234 567 89 Leader Code 1234567 Participant Code 12345674 View Supported devices Please refer to OpenTouch Conference white list available on www opentouch com conference Edition 3 Copyright ALE International 2015 OpenTouch Conference Installing OpenTouch Conference on BlackBerry iPhone Android Option 1 Go to your account in the Get Apps tab or https my conference opentouch com download and download the app Option 2 Search for OpenTouch Conference in your phone s app store In both case you ll be asked to enter your Leader amp participant codes of your default conference You will only do this once after which you will connect to your OpenTouch account without entering lengthy codes 2A a a OpenTouch Conference Home Call History Profile Get Apps Get Started Get Support Conferences Welcome John Doe Conference Mame Leader Code Participant Code gt John Doe John Doe s Conference 1234567 1234567 rance LOCE es Invitation For
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