Home

Nortel Networks Integrated Conference Bridge User's Manual

1. 83 Vote I abstain 85 Ask a question 86 Cancel a question Telephone User Interface Table 6 Participant commands for a conference in progress Part 2 of 2 Command Description 99 Stop or start the initial conference music which is possible only when the conferee is the first person joining the conference The first entry stops the music and the second entry starts it Cancel current command kk Start or stop the Help menu Nortel Networks Communication Server 1000 Nortel Networks Integrated Conference Bridge User Guide Copyright 2004 Nortel Networks All Rights Reserved Information is subject to change without notice Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing warrant This equipment has been tested and found to comply with the limits for a Class A digital device pursuant to Part 15 of the FCC rules and the radio interference regulations of Industry Canada These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instruction manual may cause harmful interference to radio communications Operation of this equipment in a residential area is likely to cause harmful interferenc
2. e ICB Outlook form not found CB Outlook forms versions mismatch To fix the problem e Clear the Microsoft Outlook forms cache by following the steps in Clearing the Microsoft Outlook forms cache on page 55 Microsoft Outlook User Interface e Check that the files were published correctly and publish the forms again if necessary If you published the forms yourself refer to Publishing the ICB files on page 50 Ifthe Microsoft Administrator published the forms consult him or her Logging in to ICB You only have to log in to ICB when you are setting up or editing the ICB parameters of a conference Use the same ICB User ID and password for the ICB form in Microsoft Outlook that you use for the BUI If you have access to more than one ICB card you must have a User ID defined for each card Steps 1 If you are not already at the ICB tab go to the ICB tab as follows a Select Calendar from the Folder List in Microsoft Outlook b Click New c Select the ICB tab d Select the ICB card from the ICB Address drop down list e Select ICB Conference 2 Enter your user name and password in the Enter Network Password window see Figure 25 on page 58 a Enter your User ID in the User Name field b Enter your password in the Password field c Select Save this password in your password list optional d Click OK Microsoft Outlook User Interface Figure 25 Enter Network Passwor
3. When the Conference Call Manager is accessed from Microsoft Outlook see Editing a conference on page 67 the BUI title frame does not appear Browser User Interface Figure 19 Conference Call Manager Chairperson not present NORTEL NETWORKS Conference Add 15 minutes Chairperson Chairperson not present Participants EEE aT 3 attending 3 invited Participant List Unavailable Dial In Unavailable i Dial In Unavailable Dial In Retum to meeting list The BUI permits only one active Conference Call Manager window per conference The chairperson s access number identifies the associated voice port The time remaining in the conference is displayed in the Time left field in the upper right hand corner of the Conference Call Manager window If the chairperson is present the Active Chairperson field in the Chairperson section shows e the CLID of the conference if the CLID is available and the chairperson dials in to join the conference If the CLID is not available the window displays Active chairperson the number not available e the called number if the chairperson dials out to join the conference This is part of the Acquire Chairperson Control feature Browser User Interface If a chairperson is not present the Chairperson section displays Chairperson not present The Participant List section contains several information fields The Phone number field shows the CLID or c
4. ii To create a password to authenticate the chairperson optional select one of the following options from the Chairperson Password section No password Automatically assigned password The system automatically generates the password The length of the password is configured by the administrator and can be from 4 to 8 digits Choose a password Enter a 4 to 8 digit password in this field The password is displayed in the window as it is entered The system does not check the password for uniqueness Different conferences can use the same password iii Configure General Options optional In the Indication for entry and exit field of the General Options section define how the system announces the entry or exit of a participant Select one of the following options from the drop down list Play name on entry and name on exit Play name on entry and tone on exit Play tone on entry and tone on exit Silence no indication for entry or exit Microsoft Outlook User Interface e In the Language field select the language the system uses for voice prompts The drop down list offers the languages available in the system The default is the ICB card s default language When using single number access the selected language takes effect after the caller enters the conference ID and password Before that the system uses the default language Select Add port if required to have the system reserve addit
5. 15 and Figures 16 and 17 on page 34 3 Doone of the following Ifthe conference is a one time conference and has not started click OK in the confirmation dialog see Figure 15 Figure 15 Delete confirmation one time inactive conference Microsoft Internet Explorer x 2 Are you sure you want to delete the conference Team meeting coo Ifthe conference is a one time conference and has started click OK in the confirmation dialog see Figure 16 on page 34 Browser User Interface Figure 16 Delete confirmation one time active conference Microsoft Internet Explorer 1 xj Warning This conference is active Are you sure you want to delete the conference Team meeting ox crd e If the conference is a recurring conference respond to the confirmation dialog see Figure 17 as follows Click Selected Instance Only to delete only this occurrence of the recurring conference Click Include Following to delete only this and future occurrences of the recurring conference Figure 17 Delete confirmation recurring conference 3 Delete Conference Microsoft Internet Explorer You have selected to delete a recurring conference Would you like to delete the selected instance only or delete also all the following instances Selected Instance Only Include Following Cancel Managing a conference in progress Tasks for managing a conference Table 2 on page 35 lists
6. A window opens showing the details of the conference see Figure 31 on page 68 A conference that was created as an ICB conference opens automatically with the ICB form A regular Microsoft Outlook meeting opens with the standard Microsoft Outlook meeting form You cannot convert a regular Microsoft Outlook meeting to an ICB conference Microsoft Outlook User Interface Figure 31 ICB form Edit conference HG Team meeting icb User Defined E oj x Eile Edit View Insert Format Tools Actions Help GH Save and Close Z Send Update 8l 43 Recurrence QA Invite Attendees EIE S Appointment ICB Attendee Availability ICB Address 2 00 58 23 Owner Id patricia Change Password Chairperson Pat Iv ICB Conference Control Start mon 16 02 2004 11 30 A Duration fi hour Number of participants Access z lumber of participants fs 7 irean Display Free Ports Access Numbers E Automatically assig Choose a Number 1114 1115 x Options 3 Edit the parameters as required see Scheduling a new conference on page 61 e Edit ICB parameters in the ICB tab The ICB Address and Owner ID fields cannot be edited Edit the normal Microsoft Outlook conference parameters such as Start and Duration in the Appointment tab These parameters can also be changed directly in the Calendar view e Add or remove participants if required Any changes may cause additional
7. Click Lock at any time during the conference to prevent any more participants from joining To unlock the conference click Unlock The Browser User Interface button text toggles between Lock and Unlock depending on the state of the conference Session management holding a voting session Only the conference chairperson can run a voting session 1 Click Session Management The window expands to show a Session Management panel See Figure 20 Figure 20 Conference Call Manager Session Management panel NORTEL rks Conference Session Management Voting Participants G attending 3 invited Add a Participant Add a Group 1 yuval A Da Call assistant enter a phone number or choose a group and press Dial Participant List Unavailable km Dial In Consult a Dial In Consut Browser User Interface 2 Click Start Voting The button text changes to End Voting Enter the subject of the vote in the voting subject field Ask the participants to vote The participants use their telephone keypads to register their votes 81 for Yes 82 for No or 83 for Abstain The results are displayed in the Voting panel 5 Click End Voting The final results are displayed in the Voting panel and also e mailed to the chairperson The button text changes back to Start Voting Note 1 If the participant leaves the conference during the voting session the participant s
8. Invitation x BJ Appointment ICB Attendee Availability Owner Id atricia ICB Address fhttp NG2 90 58 231 z j P Change Password Chairperson Pat IV ICB Conference Start Mon 16 02 2004 11 00 A Duration fi hour Number of participants fa 7 Free Ports m Access Numbers Automatically assigned Choose a Number 1114 1115 Options m User Password Chairperson Password No Password No Password Automatically assigned passwo Automatically assigned password Define a password Define a password 4 to 8 digits 4 to 8 digits m General Options Indication for entry and exit Play Name on entry and Name on exit 7 Language American English z T Add port if required J Keep one port for chairperson Close Options Microsoft Outlook User Interface i To create a password for participants to use to join the conference optional select one of the following options from the User Password section No password Automatically assigned password The system automatically generates the password The length of the password is configured by the administrator and can be from 4 to 8 digits Define a password Enter a 4 to 8 digit password in this field The password is displayed in the window as it is entered The system does not check the password for uniqueness Different conferences can use the same password
9. Microsoft Outlook settings ICB conferences are configurable in 15 minute increments and start and end on the quarter hours 00 15 30 and 45 To take full advantage of these capabilities Nortel Networks recommends that you configure your Microsoft Outlook Calendar with 15 minute increments following the steps below Steps 1 Open Microsoft Outlook 2 Click Calendar in the Folder List 3 If your Calendar view is set to Week or Month click Day in the Tool bar to display the time scale on the left of the Calendar Microsoft Outlook User Interface 4 Right click in the time scale on the left of the Calendar 5 Choose 15 Minutes The time scale now displays in 15 minute increments ICB form Audio conference details are added to a Microsoft Outlook meeting or appointment using the ICB form This form is the ICB tab in the Appointment or Meeting window in Microsoft Outlook see Figure 23 on page 49 Figure 23 ICB form Hii Untitled icb User Defined g Oo x Eile Edit View Insert Format Tools Actions Help fed Save and Close amp 4 Recurrence GE Invite Attendees x Z Appointment ICB Attendee Availability dd i Owner Id ICB Address hitp 62 90 58 231 i Chairperson J ICB Conference Start Mon 16 02 2004 8 00 AV Duration 30 minutes Number of participants 7 Free Ports Automatically assigned C Choose a Number Y Options
10. chairperson tries to join the conference the system does not allow the chairperson to enter the conference Click Set Conference to save the conference After the conference details are saved the Conference Details window opens see Figure 11 on page 26 This window displays conference details and options in the same layout as the Schedule a New Conference window Use the Conference reference number shown in the General Options section when recording a conference specific greeting See Recording a conference specific greeting on page 77 Browser User Interface Figure 11 Conference Details window for a one time conference NORTEL Patric night NETWORKS Conference 16 Feb 2004 16 13 Conference Details Your conference has been submitted successfully General Subject Management meeting Owner ID Patricia McKnight Participants 4 Chairperson Pat Date 18 Feb 2004 Time F Access Start time 14 00 User access number 1114 Duration 1 00 hours Chairperson access number 1115 4 Password User password None Chairperson password None General Options Indication for entry and exit name on entry and name on exit Language American_English Add ports if needed NO Keep one port for chairperson No Conference greeting recorded To record a conference greeting by telephone dial 5555 Conference reference number 18021401 Edit Conference Eg 8 Doone of the following Click OK to return to the Conf
11. for a given occurrence are saved in ICB 6 Click Send Updates to update the Calendars of invited parties optional 7 Click OK Editing a conference while it is in progress When a conference is edited while it is in progress only the conference duration number of ports and the Additional port if needed option can be edited Microsoft Outlook User Interface Follow the steps in Editing a conference before it begins on page 67 to edit a conference while it is in progress Deleting a conference 1 Open Microsoft Outlook to the Calendar view 2 Select the conference to be deleted 3 If you are using Microsoft Office 2000 and the conference has no attendees do the following a Clear the ICB Conference check box in the ICB form b Click Save and Close This deletes the conference from ICB in this particular case 4 Delete the conference by doing one of the following e Press Control D on the keyboard e Click the Delete icon an X e Right click the conference and choose Delete from the menu Choose Edit gt Delete If the conference has no attendees this deletes the conference 5 If the conference has attendees a Select one of the following e Send cancellation and delete meeting Deletes the conference from ICB and Microsoft Outlook for all participants e Delete without sending a cancellation Deletes the conference from your Microsoft Outlook Calendar only The conferen
12. hours in duration measured in 15 minute intervals Enter two digits for hours 00 to 12 and two digits for minutes 00 15 30 or 45 followed by For example enter 0215 for a conference lasting two hours and 15 minutes The system states the number of available ports c Enter the number of ports that are needed for the conference followed by For example enter 5 to reserve five ports Telephone User Interface Do one of the following e Press 1 to continue entering definitions DNs password lengths and language for the conference e If you are finished defining the conference i Press 2 The system plays a list of the conference definitions ii Goto step 9 Define the Conferee DN e To select a DN i Press 1 The system plays a list of numbers and corresponding DNs ii Enter the number corresponding to the DN you select e To have the system select the DN automatically press 2 The ICB card determines the chairperson DN automatically Disable passwords or define password lengths a For the participant password do one of the following e Press 0 for no password e Enter the password length 4 to 8 digits followed by b For the chairperson password do one of the following e Press 0 for no password e Enter the password length 4 to 8 digits followed by Select the language for the conference e To select a language other than the default language i Press 1 The system plays a
13. invitations to be e mailed e Edit the recurrence parameters if required by clicking Recurrence 4 Inthe ICB tab do any of the following e Click Change Password to change the password optional See Changing the ICB password on page 58 e Click Control to open the BUI Conference Call Manager window optional See Conference Call Manager window on page 36 for details on this window Microsoft Outlook User Interface e Click Display to view the audio conference access information optional See Figure 32 If prompted to log in to ICB follow the steps in Logging in to ICB on page 57 Figure 32 Audio Conference Access Information ICB Conference E x 3 ICB Audio Conference Access Information i Number of participants g Conference single access DN 7268 Access from Public Network 972 3 915 7268 Access from ESN 828 7268 Conference Meeting ID 1114 Conference Password None Chairperson Meeting ID 1115 Chairperson Password None 5 Click Save and Close to submit the changes If the modifications are successful that is if all resources are available ICB scheduling is updated automatically A window similar to Figure 30 on page 66 displays conference information If all resources are not available the changes to a one time conference are not saved Changes to a recurring conference are saved in Microsoft Outlook but only successful changes that is when resources are available
14. more times If the password is still incorrect the command fails and the system returns the user to the conference Telephone User Interface 5 To release chairperson control enter 52 Only the chairperson uses this command When activated the person releasing chairperson control becomes a regular conference participant allowing someone else to acquire chairperson control Using the TUI commands All commands in the TUI are entered using the telephone keypad They are listed in TUI command summary on page 78 Using the chairperson TUI commands The chairperson can use the commands in Chairperson commands on page 78 to manage a conference The chairperson can use the commands for all participants on either card if the ICB is dual card Steps 1 Dial in to the conference as chairperson 2 At the prompt enter the conference ID 3 At the prompt enter the conference password if configured 4 Enter the TUI commands listed in Tables 3 to 5 on pages 78 to 80 as required Using the participant TUI commands Participants can use only those commands listed in Table 6 on page 81 while a call is in progress Steps 1 Dial in to the conference as a regular participant 2 At the prompt enter the conference ID 3 At the prompt enter the conference password if configured 4 Enter the TUI commands listed in Table 6 on page 81 as required Telephone User Interface Adjusting audio volume Bb
15. text that describes the purpose of the conference optional By default this field is empty In the Number of participants field enter the number of ports reserved for the conference including chairperson ports The application ensures that the total number of reserved ports for the time period does not exceed system capacity The system performs validation after submission Acceptable values are 3 to 32 the default is 4 To determine port availability click Free Ports optional The window expands to show the Free Ports View section see Figure 7 on page 19 This section shows the ports available for the date selected in the Select date field Browser User Interface Figure 7 Schedule a New Conference Free Ports View NORTEL 3S NETWORKS Conference Schedule a New Conference General Subject Number of participants 4 gt Owner ID patricia Select Date Month Day Yean Feb z 16 z 2004 z Chairperson Patricia McKnight Free Ports View Press Refresh for updated resources on selected day din Period 12 00 00 00 mp time 15 17 18 13 free ports 2 26 23 F Access Numbers G i R Start time 16 z 00 z Automatically assigned nr c nams z Duration 1 00hr Choose a number conf chair wp Options Press here to view options Set Conferenc
16. that user s name appears here Edit Click the Edit icon a pencil to open a window for editing the conference The window opens with the selected item s parameters Super users cannot edit they can only view or control a permanent conference Delete Click the Delete icon an X to delete the conference When clicked a confirmation dialog box opens If the conference is active the following additional line appears before the confirm delete statement Warning This conference is active Super users cannot edit a permanent conference they can only view or control a permanent conference Copy Click the Copy icon pages to schedule a new conference by copying an existing conference without having to reenter all the detailed information A window opens with the selected item s parameters Permanent conferences and ad hoc conferences cannot be copied Control Click the Control icon a gavel to open the Conference Call Manager window This icon appears only for conferences currently in progress Browser User Interface Title frame The title frame sits at the top of the Conference List window and all ICB windows see Figure 5 It contains the following buttons e Print Sends the current window to the printer e Logout Terminates the session and returns the user to the ICB Login window see Figure 1 on page 12 e Help Displays help information relevant to the current w
17. Address http 62 90 58 231 lt Owner Id patricia Change Password Chairperson pat Iv ICB Conference Start Mon 16 02 2004 11 00 A Duration f1 hour Number of participants 3 v Free ports view Refresh as 16 02 2004 11 00 16 02 2004 23 00 ps time fi fz is li Is hie 7 fa Is Po ki kz Free ports 26 LU mojo EE E mE OO Io Access Numbers Automatically assigned Choose a Number 114 1115 Z Options g Configure the access numbers in the Access Numbers section optional for one time conferences Select one of the following options e Select Automatically assigned The system automatically selects the DN pair e Select Choose a Number and select a number pair from the drop down list The list contains number pairs in the format conference chairperson The system checks the Microsoft Outlook User Interface availability of the number when a form is submitted If the numbers are not available the scheduling fails If you are scheduling a recurring conference you must select Choose a Number h Select Options to configure a password for the conference chairperson and other participants and for other general conference options optional The window expands to include three new sections See Figure 29 on page 63 Figure 29 ICB form Options Eile Edit view Insert Format Tools Actions Help Send amp E 43 Recurrence amp Cancel
18. D patricia Selected Date Month Day Year 18 Feb 2004 Chairperson Pat ww Free Ports Press here to view free ports on selected day Time Access Numbers Start time 14 z co z Choose a number 1114 1115 z Duration 1 00 hr z conf chair Options Press here to view options Set Conference Reset Details 3 Edit conference details as outlined in Scheduling a new one time conference on page 17 and Scheduling a new recurring conference on page 28 if applicable 4 Click Set Conference to save the changes Browser User Interface After the conference details are saved the Conference Details window opens see Figure 11 on page 26 This window displays conference details and options in the same layout as the Schedule a New Conference window 5 Click OK Deleting a conference You can delete any conference that you have scheduled even if it is in progress Recurring conferences can be completely all current and future occurrences or partially individual occurrences deleted Super users can delete any one time and recurring conference regardless of who scheduled the conference Administrators can delete any conference including permanent conferences Steps 1 Login to the BUI See Accessing the BUI on page 11 The Conference List window opens See Figure 4 on page 15 2 Click the Delete icon X for the conference to be deleted This opens a confirmation dialog box see Figure
19. Editing a conference cee ee 67 Editing a conference before it begins 67 Editing a conference while it is in progress 69 Deleting a conference 0 00 cece ee 70 Telephone User Interface aaa 71 Overview 2 eee 71 Scheduling a conference aa 71 Acquiring and releasing chairperson control 74 Using the TUI commands 0 0000 eee 75 Using the chairperson TUI commands 75 Using the participant TUI commands 75 Adjusting audio volume 200000 eee eee 76 Recording a conference specific greeting 77 Creating an ad hoc conference 77 TUI command summary 0000 eee eee ee 78 Chairperson commands 20000000 78 Participant commands 2 81 Introduction Introduction Nortel Networks Integrated Conference Bridge allows users to schedule and administer multiple simultaneous conferences using a web telephone or Microsoft Outlook user interface User levels Nortel Networks Integrated Conference Bridge ICB supports the following four user levels e Administrator An administrator can set up the ICB card add one or more users including super users and delete one or more users e Super user A super user can view and change any conference scheduled on the ICB e Executive user An executive user can cre
20. ICB files The ICB form is based on the following ICB files e form file required for all ICB applications icbf oft Microsoft Outlook User Interface e language files one or more required for each ICB application icbsjc oft for the Japanese and Chinese languages icbsk oft for the Korean language icbs oft for all other languages Getting started To use the ICB form for the first time go to Publishing the ICB files below To upgrade the ICB form go to Upgrading the ICB form on page 55 Publishing the ICB files ICB files must be published in Microsoft Outlook before the user can configure the ICB form as the default Calendar form in Microsoft Outlook Nortel Networks recommends that the Microsoft Outlook administrator publish the ICB files in the Organizational Forms folder refer to Nortel Networks Integrated Conference Bridge Administrator Guide However if the ICB files are not published by the Microsoft Outlook administrator each user wishing to use the form must publish the ICB files in the Personal Forms Library by following the steps below Steps Note 1 Do not perform this procedure if the ICB files have already been published by the Microsoft Outlook administrator Note 2 These instructions are specific to Microsoft Exchange 5 5 For other systems contact your Microsoft Outlook administrator for specific instructions on publishing a form 1 Obtain the ICB files f
21. NORTEL NETWORKS Nortel Networks Communication Server 1000 Nortel Networks Integrated Conference Bridge User Guide ele ere Cisis 108 ote t 000000000 Jett 000008 000001110000011 ates 99000 Bisd00000 90000 000000000111040 a ToTeTo o e4 e3 elelelele ele 101010 Revision history Revision history July 2004 Standard 1 00 This document is issued to support Nortel Networks Integrated Conference Bridge Release 4 0 Revision history Contents agot Ni LA 9 User levels useana e a eee eee 9 Integrated Conference Bridge interfaces 9 Browser User Interface cee eee ee nnn 11 Accessing the BUI 0 0 11 General information eee 11 Preparing to use the BUI 11 Logging in to the BUI 2 0 e eee eee 11 Changing the user password 13 Conference List window eee eeeee 14 lite tame fence ena sedea ee dad ek a dw eyes 17 Scheduling a one time conference 17 Scheduling a new one time conference 17 Scheduling a one time conference by copying and reconfiguring a conference 2 26 Scheduling a recurrent conference 27 Scheduling a new recurring conference 28 Scheduling a recurring conference by copying and reconfiguring a conference 30 Editing a conference one time or recur
22. The button text toggles between Consult and End consultation Muting or unmuting individual participant s Click Mute to mute an individual participant Click Unmute to unmute the individual The button text toggles between Mute and Unmute Playing the name of individual participants Click the Play name icon a speaker to play the participant s name as recorded by the name entry feature The name plays on the chairperson s desktop not on the telephone Disconnecting an individual participant Click the Disconnect icon an X to disconnect a participant Adjusting the volume of an individual participant Follow the steps below to adjust the outgoing speaking and or incoming hearing volume for an individual participant 1 Click Volume for the individual participant The Volume Control panel opens see Figure 22 on page 47 The two scales in the middle of the Volume Control panel show the increase decrease level for hear and talk directions The middle of the scale is zero which indicates no volume change Browser User Interface Figure 22 Conference Call Manager Participant Volume Control NORTEL kks Conference 16 Feb 2004 17 43 Conference GN I Le Chairperson EE IS Active chairperson the numberis unavailable Release Chairperson Contr Participants Count 8 Disconnect a G attending 3 invited Add a Participant Add a Group fi yuval z aaa Call assistant enter a phone number or
23. ab Enter the URL or DNS Name of the new card in the ICB Address field Select ICB Conference Log in to the new ICB card See Logging in to ICB on page 57 Click Save and Close The next time you open the ICB form this card will appear in the ICB Address drop down list Renaming an ICB card To make it easier to identify ICB cards in the ICB Address drop down list in the ICB form you can give each card a more meaningful name For example you can call the ICB card located at your head office Head Office Steps 1 Open Microsoft Outlook 2 Expand the Calendar folder in the Folder List The ICB Cards sub folder appears in the Folder List 3 Select the ICB Cards sub folder 4 Double click the ICB card to be renamed The Contact window for that ICB card opens See Figure 27 Microsoft Outlook User Interface You can also use this step to verify which card you are renaming by checking the URL given in the Web page address field in this window Figure 27 Contact window ICB card GE ICB 0 Contact E Eile Edit View Insert Format Tools Actions Help GE save and close EY amp 0 r ORD a w7 General Details Activities Certificates All Fields e Full Name ieo OO O Talas Job title Cl j Home Company DOO O Business Fax yy File as pie H Mobile vy A Address ea x i Business x a Web page address htto 62 90 58 231 T This is the mailing address C
24. abled as are Count 4 Announce and Mute All in the Participants section 4 Return to the conference as follows e Click Return with called party to end the private call and return to the conference with the called party The new participants join the conference and are added to the Participant List A dialog box opens if no ports are available for dial out in the case of a single or group call and the participants are not added to the call If some but not all of the required ports are available for a group call no dialog box opens e Click Return without called party to end the private call and return to the conference The called party is not added to the conference Managing the status of individual participants This section describes how to perform tasks from the Participant s List section of the Conference Call Manager window see Figure 18 on page 37 Note f a chairperson is not present on the conference the Consult activity is not available see Figure 19 on page 38 Browser User Interface Adding details for an individual participant Type any text in the Details field for a participant For example the text can be a name to uniquely identify the participant Consulting between chairperson and participant Click Consult to hold a private call with an individual participant Only the chairperson can initiate the call Click End consultation to end the private call and return both parties to the conference
25. alled number The Call Type field shows regular dial out or expand The current speaker is shown by a highlight in the Details field The Conference Call Manager window is updated automatically every two minutes and can be refreshed manually by clicking Refresh The Conference Call Manager window can be accessed in one of three ways e In the Login window Figure 1 on page 12 enter the conference access number and chairperson password for the active conference In the Conference List window Figure 4 on page 15 click the Control icon a gavel for an active conference The icon appears only while the conference is active e In the Microsoft Outlook User Interface window select the Control button in the ICB form while the conference is active Refer to Microsoft Outlook User Interface on page 48 for information about the Microsoft Outlook interface Managing the conference This section describes how to perform tasks from the Conference section of the Conference Call Manager window see Figure 18 on page 37 Note If a chairperson is not present on the conference the session management activities voting session and question and answer session are not available Figure 19 on page 38 Lengthening the conference To lengthen the conference by 15 minutes click Add 15 minutes at any time during the conference If successful the system updates the Time Left indication Locking or unlocking the conference
26. art Questions Changing the status of the chairperson This section describes how to perform tasks from the Chairperson section of the Conference Call Manager window see Figure 18 on page 37 Note If a chairperson is not present on the call none of these activities is available see Figure 19 on page 38 Muting or unmuting the chairperson Click Mute to deactivate the chairperson s voice port Click Unmute to activate it The button text toggles between Mute and Unmute depending on the state of the voice port Stopping or resuming music Click Stop Music to stop music playing when only one person is present in the conference Click Resume Music to resume the music The button text toggles between Stop Music and Resume Music Adjusting the volume of the chairperson Only the chairperson can adjust the chairperson s volume Follow the steps below to adjust the incoming hearing and or outgoing speaking volume for the chairperson Browser User Interface 1 Click Volume Control The Volume Control panel opens see Figure 21 on page 43 The two scales in the middle of the Volume Control panel show the increase decrease level for hear and talk directions The middle of the scale is zero which indicates no volume change Figure 21 Conference Call Manager Chairperson Volume Control NORTEL rks Conference Conference Chairperson Active chairperson the number is unavailable Volume Control HEAR
27. ate and modify their own conferences An executive user can also view any conference scheduled on the ICB e Regular user A regular user can create and modify their own conferences A regular user cannot view or change the conferences of others This document describes ICB operations for the super user executive user and regular user levels Administrator operations are described in Nortel Networks Integrated Conference Bridge Administrator Guide Integrated Conference Bridge interfaces A conference can be configured on the Nortel Networks Integrated Conference Bridge ICB system in the following ways e Usethe Browser User Interface e Use the Microsoft Outlook User Interface e Use the Telephone User Interface Introduction Browser User Interface The ICB Browser User Interface BUI offers one set of configuration options for administrators and a second set for other users e For information about BUI options for administrators refer to Nortel Networks Integrated Conference Bridge Administrator Guide e For information about BUI options for non administrators see Browser User Interface on page 11 Microsoft Outlook User Interface The Microsoft Outlook User Interface enables users to schedule and manage ICB conferences The interface includes a subset of the options available in the BUI e For information about Microsoft Outlook User Interface options for administrators refer to Norte Networks Int
28. ce remains in the other participants Calendars and in ICB This option allows users to schedule conferences for other people without including themselves To do so a user can schedule a conference for someone else then remove himself or herself as a participant b Click OK Telephone User Interface Telephone User Interface Overview The Nortel Networks Integrated Conference Bridge provides a Dual Tone Multi Frequency DTMF menu driven Telephone User Interface TUI The TUI enables the chairperson and conferees to initiate commands during an active conference for example to mute a caller A separate service enables booking a conference by using the telephone s keypad Also a conference owner can record a conference specific greeting or an administrator can record a system greeting Dial a unique DN to access the TUI service then schedule a conference or record a greeting by following the voice menu s instructions To use the TUI scheduler enter a TUI user name and password Scheduling a conference When a port is reserved for the TUI x 1 ports are available for the conference where x is the total number of ports in the card After a conference is scheduled using the TUI the conference can be viewed modified or deleted using the Browser User Interface BUI The conference defined from the TUI has default attributes When prompted by a voice menu insert the conference parameters through the telephone
29. ch for a owner ID window see Figure 9 on page 21 Browser User Interface Figure 9 Search for a owner ID window 3 search for a owner ID Microsoft Internet Explorer ajoj x Search by Name UserID Find letters Users List showing 11 20 out of 55 Dan Frederick Darryn Broadfoot David Arthurs Donald Bayer Edward Thorns Ellen Jones Ethan Allen Francis Kelly Frank Smith Fred Thomas Ce o C C O e C O C O dfred broad dart dbayer ethoms ejones eallen frances franks fredt du Previous10 Next10 gt g Inthe Chairperson field enter the name of the chairperson for the user s reference The default value is the User Name corresponding to the User ID in the Owner ID field but you can edit it as required You can enter up to 20 characters Configure the parameters in the Time section a Inthe Start Time field enter the start time for the conference The minutes box shows 15 minute increments that is 0 15 30 and 45 The default is the current time and is rounded to the nearest 15 minutes as follows e Inthe first 10 minutes of the interval the system rounds the time to the last 15 minute value For example if the time is 8 23 the box shows the time as 8 15 In the last 5 minutes of the interval the system rounds the time to the future 15 minute value For example 8 26 appears as 8 30 b Inthe Duration field enter the conference duration Enter up to 12 hours in 15 m
30. choose a group and press Dial Participant List Volume control for Unavailable Kim HEAR how participant hears the conference ill Low TALK how others hear participant 4u Unavailablelkim Dial In Unavailable Dial In 2 Click an arrow to increase or decrease volume The colored rectangle in the scale advances one step for each arrow click 3 Click Reset Volume to restore the original volume level for the participant optional 4 Click Apply to all to set the volume level of all participants to these settings optional Microsoft Outlook User Interface Microsoft Outlook User Interface Overview Nortel Networks Integrated Conference Bridge ICB integrates Microsoft Outlook Calendar s Appointment and Meeting functionality to enable users to schedule ICB conferences with Microsoft Outlook Note The Microsoft Outlook Calendar shows only conferences scheduled and modified in the Microsoft Outlook ICB scheduling interface It does not show new conferences scheduled or modified directly in the Browser User Interface BUI or Telephone User Interface TUI System requirements The Microsoft Outlook User Interface requires the following versions of Microsoft Outlook and Microsoft Exchange e Microsoft Outlook version 2000 or later e Microsoft Exchange version 5 5 or later Contact your system administrator for instructions on upgrading your system
31. d added to their Microsoft Outlook calendars Microsoft Outlook User Interface Figure 30 Scheduling success message and conference information ICB Conference L Your conference was submitted successfully c gt Subject Team meeting Number of participants 3 Start Mon 16 02 2004 11 00 AM Duration 1 hour User access number 1114 Chairperson access number 1115 User Password None Chairperson Password None Indication for entry and exit Play Name on entry and Name on exit Language American English Add port if required No Keep one port For chairperson No No Conference greeting recorded Conference reference number 16021701 To record a conference greeting by telephone press 7230 If all resources are not available for a one time conference a dialog box opens and the conference is not saved You must re create the conference with different parameters such as a different ICB card if more than one is equipped fewer ICB ports or a different time and or date All occurrences of a recurring conference are booked in Microsoft Outlook whether the resources are available or not However only those occurrences that are successful that is all resources are available are booked in ICB All occurrences of a recurring conference will not be saved in ICB and Microsoft Outlook if either of the following conditions is true the conference has more than 52 occurrences or the conference has one or mor
32. d window Enter Network Password 212x wb Please type your user name and password Site 62 90 58 231 Realm AP Server Check Point UserName Password T Save this password in your password list Cancel Changing the ICB password 1 Login to the ICB form See Logging in to ICB on page 57 2 Click Change Password The window expands to include a Change Password section See Figure 26 Figure 26 ICB form Change password File Edit View Insert Format Tools Actions Help Send 8 a g amp 3 Recurrence Cancel Invitation db x i Appointment 1CB Attendee Availability Change Password Owner Id ici ICB Address http 62 90 58 231 X paiia p 62 90 58 ATIE a Enter current password Iv ICB Conference New password Start Mon 16 02 2004 11 00 Duration 1 hour Safine RSS i Number of participants 3 w Submit Free Ports Access Numbers Automatically assigned Choose a Number 1114 1115 z Options 3 Inthe Change Password section a Enter your current password in the Enter current password field b Enter your new password in the New password field 4 Microsoft Outlook User Interface c Confirm your new password in the Confirm new password field Click Submit Adding access to a different ICB card T 8 sm Bo N a Open Microsoft Outlook Select Calendar from the Folder List Click New Select the ICB t
33. e Conference reference number shown in the General Options section when recording a conference specific greeting See Recording a conference specific greeting on page 77 The Conference Dates section lists the scheduled dates for the conference including the first date specified in conference details The window also displays the success result for each date specified in the recurrence criteria Successful occurrences are booked In the case of a failure the occurrence is not booked and the reason for the failure given For example the DN may be in use or the number of available ports may be insufficient Browser User Interface Figure 13 Conference Details window for a recurring conference NORTEL NETWORKS Conference Details Conference Your conference has been submitted successfully General Subject Participants 3 Code review Time Start time Duration 16 00 1 00 hours Recurrence Owner ID Chairperson F Access User access number Patricia McKnight Pat 1114 Chairperson access number 1115 Recur every working day End after 3 occurrences Password User password None Chairperson password None General Options Indication for entry and exit Language Add ports if needed NO Keep one port for chairperson No Conference greeting recorded Conference reference number Conference Dates 7 Click OK name on entry and name on exit American_English To r
34. e Reset Details d Select Dual meeting This link appears only on the primary ICB card in a dual card set It is not shown in Figure 6 on page 18 If selected a Dual Meeting window opens Users can select up to 60 or 62 ports depending on the value of the full chairperson control parameter The Access Numbers section displays a fixed dual card meeting DN that cannot be changed e In the Select date field enter the start date for the conference Valid entries are the current day up to one year ahead of the current day The default is the current day If the BUI application is operating on a Microsoft Windows operating system you can alternatively click the Calendar icon to open the Select Date window see Figure 8 on page 20 and select the start date from the calendar Browser User Interface Figure 8 Select Date window 3 Select Date Microsoft du Mar 2004 m Today SuMoTuWeTh Fr Sa 123 4 5 6 7 8 9 10111213 1415 1617 18 19 20 21 22 23 24 25 26 27 28 29 3D 31 Close f In the Owner ID field enter the User ID of the person scheduling the conference and who has permission to edit or delete the conference The field defaults to the User ID of the user logged in to the BUI When the BUI displays the User Name field to a regular user it cannot be edited When the BUI displays this field to a super user the super user can edit it by e typing a User ID in the field or e clicking Search which opens the Sear
35. e in which case the user will be required to correct the interference at their own expense SL 1 Meridian 1 and Succession are trademarks of Nortel Networks Microsoft Outlook Internet Explorer Windows and Exchange are registered trademarks of Microsoft Corporation Netscape Communicator is a registered trademark of Netscape Communications Corporation Document Release Standard 1 00 Date July 2004 Produced in Canada Internet add N O RT E o http www oriellieeworke coi NETWORKS
36. e occurrences scheduled more than a year in advance 8 Click OK Modifying a past conference to start in the future The start time and date of a past conference with ICB resources can be modified to start in the future ICB allocates resources as if a new conference is scheduled Microsoft Outlook User Interface Follow the steps in Editing a conference before it begins on page 67 to change the start date and time of a past conference then edit the other parameters to set up the new conference Editing a conference An ICB conference can be edited before it begins or while it is in progress Editing a conference before it begins When a conference is edited before it begins all the conference parameters except the ICB card and Owner ID can be changed Steps 1 Open Microsoft Outlook to the Calendar view You can change the conference date start time duration and or subject in this view as follows e Select a conference and drag it to a new date or time e Click and move the top or bottom edge to change the duration e Click the subject and overwrite it These items can also be changed in the Appointment tab as described in step 3 on page 68 Open the conference by doing one of the following e Double click the conference e Right click the conference and select Open from the menu e Select the conference and select File gt Open gt Selected Items from the Microsoft Outlook tool bar
37. ecord a conference greeting by telephone dial 5555 17021601 17 Feb 2004 TUE 18 Feb 2004 WED 19 Feb 2004 THU Scheduling a recurring conference by copying and reconfiguring a conference Follow the steps below to schedule a new recurring conference by copying an existing conference and reconfiguring its parameters as appropriate 1 Login to the BUI Accessing the BUI on page 11 2 Click the Copy icon pages for the conference you are copying in the Conference List window see Figure 4 on page 15 The Schedule a New Conference window opens see Figure 6 on page 18 with all the parameters of the selected conference Browser User Interface Configure the standard conference parameters as appropriate for the new conference See steps 3 to 6 of Scheduling a new one time conference on page 17 for instructions on configuring the parameters Note In the Access Numbers section select Choose a Number and select a DN pair if not already selected Configure the recurrence parameters as appropriate for the new conference Refer to step 4 in Scheduling a new recurring conference on page 28 Click Set Conference After the conference details are saved the Conference Details window opens see Figure 13 on page 30 This window displays conference details and options in the same layout as the Schedule a New Conference window Use the Conference reference number shown in the General Options sec
38. eeting See Recording a conference specific greeting on page 77 5 Doone of the following Click OK to return to the Conference List window e Click Edit Conference to make any changes to the conference see Editing a conference one time or recurring on page 31 Scheduling a recurrent conference The Recurrence section does not appear for dual card meetings because they do not support the recurrence option The recurrence option is available only when a user selects a specific DN pair in the Access Numbers section of the Schedule a New Conference window see Figure 6 on page 18 If a DN pair is not selected a dialog box opens saying the DN pair must be selected first You can schedule a recurrent conference by e scheduling a new conference see Scheduling a new recurring conference on page 28 or copying an existing conference and reconfiguring the parameters as appropriate for the new conference see Scheduling a recurring conference by copying and reconfiguring a conference on page 30 Browser User Interface Scheduling a new recurring conference 1 2 Log in to the BUI See Accessing the BUI on page 11 Select New Conference in the Conference List window See Figure 4 on page 15 The Schedule a New Conference window opens See Figure 6 on page 18 Enter standard conference details as outlined in Scheduling a new one time conference on page 17 Note In the Acc
39. egrated Conference Bridge Administrator Guide e For information about Microsoft Outlook User Interface options for non administrators see Microsoft Outlook User Interface on page 48 Telephone User Interface The ICB Telephone User Interface TUI lets administrators and other users enter commands on a telephone keypad to configure conferences e For information about TUI options for administrators refer to Nortel Networks Integrated Conference Bridge Administrator Guide e For information about TUI options for non administrators see Telephone User Interface on page 71 Browser User Interface Browser User Interface Accessing the BUI This section contains instructions on accessing the BUI and changing the user password General information The ICB BUI supports open access from anywhere on the Internet including gateways and firewalls The ICB web server is accessed over an Ethernet connection The system does not support browsers running on Macintosh computers When using the BUI do not disable the cookies function in the browsers Preparing to use the BUI 1 Check the web browser version a Netscape Communicator users must run version 4 5 or later To check the version choose Help gt About Netscape b Microsoft Internet Explorer users must run version 4 01 or later with Service Pack 1 To check the version choose Help gt About Internet Explorer To upgrade the web browser ask your
40. erence List window e Click Edit Conference to make any changes to the conference see Editing a conference one time or recurring on page 31 Scheduling a one time conference by copying and reconfiguring a conference The reconfiguring of an existing conference to create a new conference is not the same as editing an existing conference When reconfiguring a copied conference to create a new conference all parameters can be changed as necessary When editing an existing conference only some parameters can be changed Steps 1 Login to the BUI See Accessing the BUI on page 11 Browser User Interface 2 Click the Copy icon pages for the conference you are copying in the Conference List window see Figure 4 on page 15 The Schedule a New Conference window opens see Figure 6 on page 18 with all the parameters of the selected conference 3 Configure the parameters as appropriate for the new conference Refer to steps 3 to 6 in Scheduling a new one time conference on page 17 for instructions on configuring and reviewing the parameters 4 Click Set Conference to save the new conference After the conference is saved the Conference Details window opens see Figure 11 on page 26 The window displays conference details and options in the same layout as the Schedule a New Conference window Use the Conference reference number shown in the General Options section when recording a conference specific gr
41. ess Numbers section select Choose a Number and select a DN pair Configure recurrence parameters a Select Options in the New Conference window The Options panel opens See Figure 6 on page 18 Select Recurrence in the Recurrence section This enables the recurrent parameters In the Recur Every field select the recurrence interval from the drop down list Available values are e working day day e week e two weeks month Note If the first conference is not a working day the working day option is not available In the End After field define the number of conference occurrences Up to 52 occurrences can be defined but they cannot be more than a year in advance Click Verify to verify port availability without actually setting up the conferences The Conference Dates window opens which indicates if each recurrence is available or not See Figure 12 on page 29 Browser User Interface Figure 12 Conference Dates window Meetings haven t been set up yet To set up meetings as displayed above return and press Set Conference 5 Click Return to return to the Schedule a New Conference window and adjust the recurrence parameters if necessary 6 Click Set Conference After the conference details are saved the Conference Details window opens see Figure 13 on page 30 This window displays conference details and options in the same layout as the Schedule a New Conference window Use th
42. ference on Feb 16 2004 Feb 22 2004 Team meeting Feb 16 2004 Code review Feb 17 2004 R Management meeting Feb 18 2004 Code review Feb 18 2004 R Code review Feb 19 2004 R R Recurrent conference Refresh Press Refresh to update the table The controls and fields in this window are described in Table 1 Table 1 Components of Conference List window Part 1 of 2 Component Description New Click to set up a new ICB conference Conference Change Click to change a password password Conference Subject text of the conference This field can be title empty Number of Number of ports reserved for this conference participants Date Conference date For permanent conferences the date shows Permanent For recurrent conferences R follows the date Start time Conference start time This field is empty for permanent conferences Browser User Interface Table 1 Components of Conference List window Part 2 of 2 Component Description Duration Conference duration This field is empty for permanent conferences Dialing access Conference access number DN Chairperson Chairperson access number DN access Owner Name of the person who owns the conference This column appears only for super users as they can view all conferences When a super user schedules a conference and enters another user in the Owner field that user becomes conference owner and
43. hairperson Password No password Automatically assigned password Define a password to 8 digits IT Recurrence Recur Every Working day dq End after 02 zj occurrences Verify availability of dates General Options Indication for entry and exit Play NAME on entry and NAME on exit z Language American English gt I Add ports if needed I Keep one port for chairperson Set Conference Reset Details a Inthe Password section create a password for conference participants and the chairperson optional To create a password that participants use to join the conference select one of the following options from the User Password field e No password Browser User Interface e Automatically assigned password The system automatically generates the password The length of the password is configured by the administrator and can be from 4 to 8 digits e Choose a password Enter a 4 to 8 digit password in this field The password is displayed in the window as it is entered The system does not check the password for uniqueness Different conferences can use the same password ii To create a password to authenticate the chairperson select one of the following options from the Chairperson Password field e No password Automatically assigned password The system automatically generates the password The length of the password is configured by the administrator and can be from 4 t
44. how you hear the conference ill np Low High TALK how others hear you qu AQ cose IC of all participants Participant List 2 Click an arrow to increase or decrease volume The colored rectangle in the scale advances one step for each arrow click 3 Click Reset Volume of all participants to restore the volume level for all participants optional Releasing chairperson control Click Release to release chairperson control This button releases both BUI and TUI control The Conference Call Manager window closes Browser User Interface Managing the status of all participants This section describes how to perform tasks from the Participants section of the Conference Call Manager window see Figure 18 on page 37 Note If a chairperson is not present on the conference the Dial out activity is not available see Figure 19 on page 38 Counting and announcing all participants Click Count and announce to announce the total number of participants followed by the participants names as recorded in the name entry Muting all participants Click Mute all to silence all participants except the chairperson To unmute all participants click Unmute All The button text toggles between Mute all and Unmute All Individual participants can still be unmuted or muted see Muting or unmuting individual participant s on page 46 while the conference is in Mute all state Mute all ta
45. indow The information is displayed in a separate window Figure 5 ICB title frame NORTEL kc Conference Optional Customer Logo Scheduling a one time conference You can schedule a one time conference by e scheduling a new conference see Scheduling a new one time conference below or copying an existing conference and changing the parameters as appropriate for the new conference see Scheduling a one time conference by copying and reconfiguring a conference on page 26 Scheduling a new one time conference 1 Login to the BUI See Accessing the BUI on page 11 2 Click New Conference in the Conference List window see Figure 4 on page 15 The Schedule a New Conference window opens See Figure 6 on page 18 Browser User Interface Figure 6 Schedule a New Conference window NORTEL kc Conference Ww Schedule a New Conference General Subject l Number of participants 4 Owner ID patricia Select Date Month Day Yean Feb z 16 z 2004 i Chairperson Patricia McKnight Free Ports Press here to view free ports on selected day Time F Access Numbers Start time mH 05 Automatically assigned Duration Options roo hr gt Choose a number 1114 1115 8 conf chair S Press here to view options Set Conference Reset Details Configure the parameters in the General section a In the Subject field enter up to 20 characters of
46. inute increments The selection box shows all possible values The default is 1 hour Browser User Interface 5 Configure the access numbers in the Access Numbers section Select one of the following options a Select Automatically assigned The system automatically selects the DN pair This is the default option b Select Choose a number and select a number pair from the drop down list The list contains number pairs in the format conference chairperson The system checks the availability of the number when a form is submitted If the numbers are not available the scheduling fails 6 Select Options to configure a conference password a recurring conference or other general conference options optional The window expands to include three new sections See Figure 10 on page 23 Browser User Interface Figure 10 Schedule a New Conference Options NORTEL NETWORKS CO ag paias Schedule a New Conference General Subject m Number of participants 4 x Owner ID patricia Select Date Month Day Year Feb z fis z 2004 z Chairperson Patricia McKnight Free Ports Time Start time Duration Press here to view free ports on selected day F Access Numbers Automatically assigned Choose a number 1114 1115 z conf chair Password User Password No password Automatically assigned password Define a password 4 to 8 digits F Recurrence C
47. ional ports to accommodate unanticipated participants The system adds ports only if available that is if they are not reserved for another conference Select Keep one port for the chairperson to reserve a port for the chairperson If this box is not selected the system makes ports available on a first come first serve basis In this case if all the ports are in use when the chairperson tries to join the conference the system does not allow the chairperson to enter the conference By default this option is enabled To set up a recurring conference select Recurrence and set up the recurrence parameters using the recurrence functionality in Microsoft Outlook Do not schedule more than 52 occurrences of a recurring conference If you need to schedule more than 52 occurrences schedule a separate recurring conference with the additional occurrences Do not schedule any occurrence of a recurring conference more than one year in advance All occurrences of a recurring conference with one or more occurrences scheduled more than one year in advance will not be saved Select Save and Close for an appointment or select Send for a meeting If the scheduling is successful that is all resources are available ICB scheduling is updated automatically A window opens showing the conference parameters including access numbers and passwords see Figure 30 on page 66 Conference and access information is e mailed to the invited parties an
48. kes precedence but Unmute all restores all participants to their individual states muted or unmuted Disconnecting all ports Click Disconnect all to disconnect all participants except the chairperson Examining port status The first line in the Participants section shows the number of participants attending ports in use and the number of participants invited number of ports reserved Dialing out and returning with or without the called party Follow the steps below to make a private call outside of the conference Only the chairperson can initiate the call 1 Select the type of call as follows e Select Add a Participant to make a call to an individual Browser User Interface e Select Add a Group to make a call to a group Call out groups are configured by the administrator e Select Call Assistant to use a Call Assistant to make the call The number of the Call Assistant is configured by the administrator 2 Enter the call parameter as follows If Add a Participant was selected in step 1 type the number to be dialed in the text box The number may contain digits asterisks 7 and number sign If required enter a pause anywhere by entering p for a 100 ms pause or P for a 500 ms pause If Add a Group was selected in step 1 select a group from the list 3 Click Dial After call origination the chairperson is engaged in a private call All buttons in the Chairperson section are dis
49. keypad The ICB plays messages when an error is made Note You have up to seven minutes to schedule a conference with the TUI After seven minutes the ICB plays a voice message indicating that the allocated time is over The ICB then disconnects the call The ICB sets up the following default attributes e entry and exit by name e no custom greeting no conference expansion Telephone User Interface No name for the name of the conference No name for the name of the chairperson If a second user dials the TUI DN when the TUI is in use the ICB plays a voice message announcing that the port is in use Steps 1 Dial the TUI DN 2 Login to TUI a Enter your TUI user name followed by b Enter your TUI password followed by 3 Set the date of the conference e Toschedule a conference for today press 1 e Toschedule a conference for a specific day i Press 2 ii Enter the date Enter two digits for the day two digits for the month and four digits for the year followed by For example enter 11032004 for a conference on March 11 2004 4 Setup the conference a Enter the start time of the conference in 24 hour format with 15 minute intervals Enter two digits for the hour 00 to 23 and two digits for the minutes 00 15 30 or 45 followed by For example enter 0945 for a conference starting at 9 45 in the morning b Enter the duration of the conference The conference can be up to 12
50. list of numbers and corresponding languages ii Enter the number corresponding to the language you select e To select the default language press 2 The system plays a list of the conference definitions Telephone User Interface 9 Doone of the following To confirm the reservation press 1 The ICB sends a confirmation e mail to you To change any of the conference definitions i Press 2 The system plays a list of numbers and corresponding definitions ii Enter the number corresponding to the definition you want to change To repeat the conference definitions press 3 The system plays a list of the conference definitions To input all the conference definitions again without saving the current definitions press 4 The system restarts the scheduling process starting with step 3 on page 72 Acquiring and releasing chairperson control FON gt Dial in to the conference as a regular participant Enter the conference ID Enter the conference password if configured To acquire chairperson control enter 51 If another chairperson is present at the conference the command fails The system notifies the user and returns them to the conference If an active chairperson is not present the system prompts the user to enter the chairperson password for the conference If the password is correct the user becomes the chairperson If the password is incorrect the system prompts the user to retry two
51. llow the steps in Scheduling a new conference on page 61 Clearing the Microsoft Outlook forms cache 1 2 Open Microsoft Outlook Choose Tools gt Options The Options window opens Select the Other tab Click Advanced Options The Advanced Options window opens Click Custom Forms The Options window opens Click Manage Forms The Forms Manager window opens Click Clear Cache Microsoft Outlook User Interface If no Clear Cache button is available you must delete the forms cache file manually following the steps in Deleting the forms cache file manually on page 56 8 Click Close to close the Forms Manager window 9 Click OK to close the Options window 10 Click OK to close the Advanced Options window 11 Click OK to close the Options window Deleting the forms cache file manually Some versions of Microsoft Outlook 2000 may not have a Clear Cache button In this case you must delete the forms cache file manually following the steps below 1 Close Microsoft Outlook 2 Go to the folder where the forms cache file is located e Ifyou are using User Profiles go to C Windows Profiles lt username gt Local Settings Application Data Microsoft Forms e If you are not using User Profiles go to C Windows Local Settings Application Data Microsoft Forms 3 Delete the file Frmcache dat ICB form errors When scheduling a new conference you may receive one of the following error messages
52. low to create an ad hoc conference Only the chairperson can create the conference Steps 1 Set up the conference The chairperson must a Dial the single access number b Enter his or her TUI login as the conference ID c Enter his or her TUI login password as the conference password The TUI login password is the same as the BUI login password 2 To join the conference each participant must a Dial the single access number b Enter his or her TUI login as conference ID No password is required TUI command summary Chairperson commands Table 3 lists conference commands that the chairperson can use to control a conference while it is in progress Table 3 Chairperson commands Part 1 of 3 Command Description 0 lt DN gt Dial out to a DN where DN is the called party s directory number The called party must not be a conference participant To return to the conference see Table 4 on page 80 O Dial out to the Call Assistant Redial the last dialed DN 2 lt GN gt Dial out to a Call Out Group where GN is the group number to call Telephone User Interface Table 3 Chairperson commands Part 2 of 3 Command Description 4 Lock or unlock the conference 10 Mute unmute all ports toggle 19 Mute unmute self toggle 52 Release chairperson control 60 Count conferees and announce names to all participants 69 Plays a sc
53. m becomes the default Calendar form See Adding the ICB form as the default Calendar form on page 52 to set another ICB form as the default Calendar form Resetting the default Calendar form for Microsoft Outlook Follow the steps below to change the default Calendar form back to the Microsoft Outlook Appointment form Steps 1 2 3 Open Microsoft Outlook Right click Calendar in the Folder List Choose Properties The Calendar Properties window opens Select the General tab Select Appointment in When posting to this folder use Click OK Microsoft Outlook User Interface Upgrading the ICB form The ICB administrator will notify you if the ICB form has been upgraded and published Follow the steps below to obtain publish and install the upgraded ICB form as the default Calendar form Steps 1 Remove the current default form Follow the steps in Removing ICB files from the Personal Forms Library on page 53 If the ICB administrator has not published the form follow the steps in Publishing the ICB files on page 50 to publish the form in the Personal Forms Library Set the new upgraded form as the default Calendar form Follow the steps in Adding the ICB form as the default Calendar form on page 52 Clear the Microsoft Outlook forms cache following the steps in Clearing the Microsoft Outlook forms cache Schedule a test meeting to ensure the upgrade was successful Fo
54. o 8 digits e Choose a password Enter a 4 to 8 digit password in this field The password is displayed in the window as it is entered The system does not check the password for uniqueness Different conferences can use the same password b Configure General Options in the General Options section optional i In the Indication for entry and exit field define how the system indicates the entry or exit of a participant Select one of the following options from the drop down list e Play name on entry and name on exit e Play name on entry and tone on exit e Play tone on entry and tone on exit e Silence no indication for entry or exit ii In the Language field select the language the system uses for voice prompts The drop down list offers the languages available in the system When using single number access the selected language takes effect after the caller enters the Browser User Interface conference ID and password Otherwise the system uses the default language iii Select Add ports if needed to have the system reserve additional ports to accommodate unanticipated participants The system adds ports only if available that is if they are not reserved for another conference iv Select Keep one port for the chairperson to reserve a port for the chairperson If this option is not selected the system makes ports available on a first come first serve basis In this case if all the ports are in use when the
55. oN gt Dial in to the conference as chairperson or as a regular participant Enter the conference ID Enter the conference password if configured Enter 7 The command 7 accesses the volume control feature Figure 33 shows how to operate this feature Figure 33 Volume control feature operation Decrease Increase Initial Level Legend 1 Decrease volume on speak direction 3 Increase volume on speak direction 4 Decrease volume on listen direction 6 Increase volume on listen direction 2 Restore initial volume level 8 Restore initial level of all participants chairperson only When a selection is made the system applies the command plays a confirmation tone and returns the user to the conference Each selection of the command advances one step in the required direction To advance more than one step the entire sequence must be repeated For example to reach the maximum volume in the listen direction dial 76 76 76 You can interrupt the menu That is the two digit sequence can be entered without waiting for the menu Telephone User Interface Recording a conference specific greeting The maximum length of a conference specific greeting is ten seconds The system deletes the voice file at the end of the conference and it cannot be used for other conferences Steps 1 Dial the TUI Services DN and log in 2 Select Record customer greeting from the voice menu 3 At
56. ontacts Categories Private 5 Enter the new name for the card in the Full Name field 6 Click Save and Close Scheduling a conference An ICB conference is set up in Microsoft Outlook similar to a non ICB conference The conference date time and subject is defined in the normal Microsoft Outlook GUI and then the ICB resources are added to it You set up a conference by e scheduling a new one see Scheduling a new conference on page 61 or e modifying a past conference to start at a future time and changing its parameters appropriately see Modifying a past conference to start in the future on page 66 Microsoft Outlook User Interface Scheduling a new conference 1 2 Select Calendar in the Folder List in Microsoft Outlook Click and drag in the Calendar to select a timeslot for the conference optional Create a new conference by doing one of the following Double click in the Calendar This does not preserve any timeslot set in step 2 Click New Note Click Yes if asked to Enable macros Right click the Calendar and choose New Appointment or New Meeting Request from the menu Choose File gt New gt New Appointment or New Meeting Request The Appointment or Meeting window opens In the Appointment tab a Enter the subject of the conference in the Subject field b Enter the start and end time of the conference in the Start time and End time fields if not al
57. orm file icbf oft and one or more language files icbs oft icbsjc oft and icbsk oft from the ICB Administrator 2 Save the files in an accessible location 3 For each language file icbs oft icbsjc oft and icbsk oft you are publishing a Double click the name of the file for example icbs oft Microsoft Outlook User Interface Note Click No if asked to Enable macros b Click OK in the Select Folder window Note Do not select a folder from the folder list in the Select Folder window The Calendar window opens c Choose Tools gt Forms gt Publish Form As The Publish Form As window opens See Figure 24 Figure 24 Publish Form As window Publish Form As j Outlook Folders Browse Calendar Display name Publish Form name Cancel Message class IPM Appointment d Select Personal Forms Library in the Look In field e Enter a Display name and Form name as follows e Ifyou are publishing icbs oft enter icbs e If you are publishing icbsjc oft enter icbsjc e If you are publishing icbsk oft enter icbsk f Click Publish Note Click Yes if asked to replace an existing form Microsoft Outlook User Interface g Close the Calendar window Do not save the appointment 4 Publish the ICB form file icbf oft a Go to the folder where the ICB files are located b Double click icbf oft Note Click No if asked to Enable macros The Calendar window opens c Choose Tools gt Fo
58. rd in the Password field e To log in as chairperson enter the chairperson conference password this is the same number the chairperson dials when joining the conference from a telephone e To log in for any other reason such as to schedule a conference enter your ICB password To log in the first time use the default password assigned by your Administrator 6 Select Save this password in your password list optional 7 Click OK Changing the user password 1 Login to the BUI See Accessing the BUI on page 11 2 Click Change Password The Change Password window opens See Figure 3 on page 14 Browser User Interface Figure 3 Change Password window NORTEL Rks Conference Change Password Enter current password New password Confirm new password 3 Enter the current password in the Enter current password field 4 Enter the new password in the New password field 5 Reenter the new password in the Confirm new password field 6 Click Submit Conference List window The home window for the ICB BUI is the Conference List window see Figure 4 on page 15 Use this window to view scheduled conferences create a new conference change passwords and more Browser User Interface Figure 4 Conference List window NORTEL NETWORKS oo gage SS Schedule a Conference List Starting from fie Feb 2004 For z day s G0 Today du Previous period Next period mp Con
59. ready entered in step 2 Conferences can start or end only on quarter hours that is 0 15 30 45 ICB does not support any other time increments If you double clicked in the Calendar to open this window in step 3 the timeslot may not have been preserved Reenter the time if necessary c Identify the conference participants as follows f New Appointment was selected in step 3 click Invite Attendees and select them from your address book f New Meeting Request was selected in step 3 enter the participants names either by listing them in the To field separated by semicolons or by clicking To and selecting them from your address book In the ICB tab a Select an ICB card from the ICB Address drop down list Microsoft Outlook User Interface If no ICB card is listed in the ICB Address list type the IP address or DNS Name of an ICB card as provided by the ICB administrator in the ICB Address field b Select ICB Conference c Log in to ICB See Logging in to ICB on page 57 d Edit the name in the Chairperson field optional e Enter the number of participants The default is 4 f Click Free Ports optional The window expands to show the availability of free ports see Figure 28 Figure 28 ICB form Free ports File Edit View Insert Format Tools Actions Help E send 4 il Ey 43 Recurrence Cancel Invitation EIXO Jl Appointment 1cB Attendee Availabilty ICB
60. ring 31 Deleting a conference 2000 cece eee eee 33 Managing a conference in progress 34 Tasks for managing a conference 34 Dual card meeting a 36 Conference Call Manager window 36 Managing the conference 0 39 Changing the status of the chairperson 42 Managing the status of all participants 44 Managing the status of individual participants 45 Microsoft Outlook User Interface 48 OVENVIEW AA 48 System requirements 0000 e eee eee 48 Microsoft Outlook settings 2 0 48 ISB FOMM AA AA 49 IG BaGS 4 2409 Sia teen eae sack ON ack dee Gea 49 Getting started eee 50 Publishing the ICB files a 50 Adding the ICB form as the default Calendar form 52 Removing ICB files from the Personal Forms Library 53 Resetting the default Calendar form for Microsoft Outlook 54 Upgrading the ICB form a 55 Clearing the Microsoft Outlook forms cache 55 ICB form errors 56 Logging into ICB ce ee 57 Changing the ICB password 0 58 Adding access to a different ICB card 59 Renaming an ICB card 00 59 Scheduling a conference ee eeee 60 Scheduling a new conference 61 Modifying a past conference to startin the future 66
61. rms gt Publish Form As The Publish Form As window opens See Figure 24 on page 51 d Select Personal Forms Library in the Look In field e Enter a Display name and Form name such as icbf f Click Publish Note Click Yes if asked to replace an existing form g Close the Calendar window Do not save the appointment Adding the ICB form as the default Calendar form The ICB files must be published in Microsoft Outlook before the user can configure the ICB form as the default Calendar form in Microsoft Outlook Follow the steps below to configure the ICB form as the default Calendar form in Microsoft Outlook Steps Note Before beginning this procedure obtain the name of the published ICB form file icbf oft 1 Open Microsoft Outlook 2 Right click Calendar in the Folder List Choose Properties The Calendar Properties window opens 4 Select the General tab Select Forms in When posting to this folder use Microsoft Outlook User Interface The Choose Form window opens 6 Select the library in which the files were published e Ifyou published the forms yourself select Personal Forms Library in the Look In field Ifthe ICB administrator published the files select Organizational Forms Library in the Look In field Select the form name and click Open Click OK 9 Verify that you are using the correct version of the ICB form a Double click a timeslot in the Calendar b Choose Help gt About this Form f
62. rolling list of participants for the chairperson The chairperson can use this command to access an individual participant See Table 5 on page 80 71 Decrease volume on speak direction 72 Restore initial volume level 73 Increase volume on speak direction 74 Decrease volume on listen direction 76 Increase volume on listen direction 78 Restore initial volume level of all participants 81 Vote Yes agree 82 Vote No don t agree 83 Vote I abstain 90 Drop all ports except the chairperson s port 91 Drop the last dialed out port 92 Drop the last dialed in port 98 Extend the conference duration by 15 minute increments up to a maximum of 12 hours Note This command is not active for a permanent conference Telephone User Interface Table 3 Chairperson commands Part 3 of 3 Command Description 99 Stop or start the initial conference music which is possible only when the chairperson is the first person joining the conference The first entry stops the music and the second entry starts the music Cancel current command Start or stop the Help menu Table 4 lists commands available to end a dial out call see the command 0 lt DN gt in Table 3 on page 78 Table 4 Commands to end a dial out call Command Description 2 Return to the conference with dialed pa
63. rom the toolbar The form version is displayed You are now ready to schedule ICB conferences in Microsoft Outlook Removing ICB files from the Personal Forms Library When searching for published ICB files Microsoft Outlook searches first in the Personal Forms Library then in the Organizational Forms Library If upgraded ICB files exist in the Organizational Forms Library and older versions in the Personal Forms Library the new upgraded ICB files will never be used If necessary ask the ICB administrator to remove any ICB files from the Organizational Forms Library Follow the steps below to remove previously published ICB files from the Personal Forms Library Steps 1 Open Microsoft Outlook 2 Right click Calendar in the Folder List 3 Choose Properties The Calendar Properties window opens 4 Select the Forms tab Microsoft Outlook User Interface 5 10 11 12 13 Click Manage The Forms Manager window opens Click Set in the left half of the window The Forms Manager window has two Set buttons The one on the right is inactive Select Personal Forms in the Forms Library Click OK Select the ICB form s to be deleted from the list in the panel on the left side of the window Click Delete Click Yes in the confirmation dialog box Click Close to close the Forms Manager window Click OK to close the Calendar Properties window After you remove an ICB form the Microsoft Outlook Appointment for
64. rty during dial out 3 Return to the conference without dialed party during dial out While the system announces the list of conference participants the command 69 in Table 3 on page 78 the chairperson can use the commands listed in Table 5 to access an individual participant Table 5 Chairperson commands while participant list plays Part 1 of 2 Command Description Stop and start the playlist 0 Consult privately with the conferee 1 Mute unmute the conferee 2 Play the current conferee name greeting 4 Select the previous conferee Telephone User Interface Table 5 Chairperson commands while participant list plays Part 2 of 2 Command Description 6 Select the next conferee 9 Disconnect the current conferee 3 Return to the conference Participant commands Table 6 lists conference commands that a participant can execute on the telephone while the conference is in progress Table 6 Participant commands for a conference in progress Part 1 of 2 Command Description 19 Mute unmute self toggle 51 Acquire chairperson control 71 Decrease volume on speak direction 72 Restore initial volume level 73 Increase volume on speak direction 74 Decrease volume on listen direction 76 Increase volume on listen direction 81 Vote Yes agree 82 Vote No don t agree
65. system administrator about the upgrade procedure 2 Obtain the following information from the ICB administrator a your ICB UserID name b your ICB login password c the ICB IP address URL or DNS Name Logging in to the BUI 1 Enter the ICB IP address in the browser s Location or Address field and press Enter or Return The ICB Login window opens See Figure 1 on page 12 Browser User Interface Note By default the ICB Login window has a generic image Administrators can remove or replace this image Figure 1 ICB Login window NOR Blow Conference NORTEL NETWORKS Nortel Networks Integrated Conference Bridge y Integrated Conference Bridge ICB Release 4 Copyright 2004 Nortel Networks 2 Bookmark this URL for future use 3 Click LOGIN The Network Password window opens See Figure 2 on page 13 Browser User Interface Figure 2 Network Password window Enter Network Password E 2 x o Please type your user name and password Site 62 90 58 231 Realm AP Server Check Point User Name Password T Save this password in your password list Cancel 4 Enter your user name in the User Name field e To log in as chairperson enter the chairperson access number this is the same number the chairperson dials when joining the conference from a telephone e To log in for any other reason such as to schedule a conference enter your ICB User Name 5 Enter your passwo
66. the prompt enter the reference number of the conference When a conference is scheduled using TUI or BUI the system generates a reference number that uniquely identifies the conference The system displays this reference number in the BUI see Figure 11 on page 26 or Figure 13 on page 30 and in the confirmation e mail The system repeats the number and prompts the user to confirm it or reenter it 4 Confirm or reenter the number The system presents a menu for recording the greeting similar to that used for the brandline greeting After recording the greeting it can be verified re recorded or deleted at a later time Conference details displayed in the BUI indicate whether or not a greeting exists A greeting recorded for a conference that is part of a recurrent chain applies to all occurrences of the chain Creating an ad hoc conference An ad hoc conference is a conference that is not scheduled in advance It uses only card resources ports and DNs that are available at that time You can create an ad hoc conference only with the TUI An ad hoc conference is initially 30 minutes in duration with three ports for participants You can extend the duration in 15 minute increments by pressing 98 The maximum number of participants is eight but you can change this limit using the BUI see Editing a conference one time or recurring on page 31 Telephone User Interface Use the steps be
67. the various tasks used to manage the conference and indicates if a chairperson must be present This section describes each task Browser User Interface Table 2 Managing a conference tasks Part 1 of 2 Chairperson Chairperson present not present Managing the conference e Lengthening the conference v e Locking or unlocking the conference V v e Session management holding a v voting session e Session management holding a J question and answer session Changing the status of the chairperson e Muting or unmuting the chairperson e Stopping or resuming music e Adjusting the volume of the chairperson NN NON e Releasing chairperson control Managing the status of all participants S S e Counting and announcing all participants e Muting all participants S e Disconnecting all ports e Examining port status S N NN S e Dialing out and returning with or without the called party Browser User Interface Table 2 Managing a conference tasks Part 2 of 2 Chairperson Chairperson present not present Managing the status of individual participants e Adding details for an individual ov VA participant e Consulting between chairperson and J participant e Muting or unmuting individual VA V participant s e Playing the name of individual NA v participants e Disconnecting an individual participant v 4 e Adjusting the volume of an individ
68. tion when recording a conference specific greeting See Recording a conference specific greeting on page 77 The Conference Dates section lists the scheduled dates for the conference including the first date specified in conference details The window also displays the success result for each date specified in the recurrence criteria In the case of a failure the system indicates the reason For example a failure can result because the DN is in use or the number of available ports may be insufficient Click OK Editing a conference one time or recurring The following fields cannot be modified when editing a conference date dual card meeting option a single card conference cannot be made dual recurrent option Browser User Interface An active conference can be edited but only the following fields can be changed number of participants e duration e addition of ports as needed under the Options section Steps 1 Login to the BUI See Accessing the BUI on page 11 2 Click the Edit icon a pencil for a scheduled conference in the Conference List window See Figure 4 on page 15 The Edit Conference window opens see Figure 14 It is similar to the Schedule New Conference window except certain fields such as date cannot be edited Figure 14 Edit Conference window NORTEL Rks Conference Edit Conference General Subject Management meeting Number of participants 4 z Owner I
69. ual J v participant Dual card meeting In a dual card meeting the commands that a chairperson implements from the BUI apply to participants in both cards The following features are available in a dual card conference e Dial out to a specified number dial out uses a port on the secondary card if no port is available on the primary card e Consult with participant the chairperson can consult with participants on the secondary card e Play name this feature works with participants on both cards The system plays the name on the chairperson s desktop not on the telephone Conference Call Manager window All of tasks listed in Table 2 on page 35 are performed from the Conference Call Manager window Figure 18 on page 37 shows the window when a chairperson is present Figure 19 on page 38 shows the window when a chairperson is not present Browser User Interface Figure 18 Conference Call Manager Chairperson present NORTEL Rks Conference Conference Chairperson EE I MT Active chairperson the number is unavailable Release Chairperson Control Participants Count 3 Mute a Disconnect all G attending 3 invited Add a Participant Add a Group fi yuval a kaing Call assistant enter a phone number or choose a group and press Dial Participant List Unavailable Kim Dial In Consult WG Volume Unavailable Jose Dial In Consult Mute qi Note
70. vote is cancelled and not counted Note 2 If a participant votes more than once only the participant s last vote is counted Session management holding a question and answer session A question and answer session can be used in a lecture type conference where participants may want to address questions to the chairperson Only the conference chairperson can run a question and answer session 1 Click Mute All 2 Click Session Management The window expands to show a Session Management panel See Figure 20 on page 40 3 Click Start Questions The button text changes to End Questions 4 Ask the participants for questions Participants who have questions press 85 on their telephone keypads Question requests are shown in the Participant list as follows blinking icon question request not answered e steady icon question request answered Browser User Interface no icon no question request To cancel the question request the participant presses 86 5 Click the icon in the header row of the Participant list to sort the list so that those participants who are asking questions appear first in the list optional 6 Click Unmute in the Participant List or click the blinking icon The participant asks his or her question 7 Click End Questions to end the session when all questions have been answered or when the allotted time is over The button text changes to St

Nortel Networks Integrated Conference Bridge User's Manual

Contents

Download Pdf Manuals

Related Search

Related Contents