Avaya Meet Me Conferencing User Guide
Contents
1. Press VIEW from the first main menu The first participant appears To disconnect a participant press NEXT until you view the partici pant you want to disconnect Press OTHR Press DISC This display appears briefly to indicate that the participant is discon nected The next participant appears To exit View press OTHR Press QUIT The first main menu appears NN40020 104 Chapter 2 Navigating the conference using softkeys 29 To view or change conference options using softkeys You can view or change the Conference Continuation option or the Announcement option while in conference 12 48 12 iWAY MIEW OTHF LOCK MUTE OTH 12146 12 12146 12 OPTS CMOS QUIT On exit Term CHHG HET Announce tones CHHG OK 12146 12 OPTS CMOS QUIT Press OTHR from the first main menu Press OTHR from the next main menu Press OPTS from the next main menu The Conference Continuation option appears showing the current setting Press CHNG to change this setting This option switches between Term and Cont Press NEXT to keep the current setting and go to the next option NOTE The system does not offer the Conference Continuation option if your administrator did not assign this privilege to you Conferences end when you exit the conference The Announcements option appears showing the current setting Press CHNG2. 2 Press OTHR from the first main menu Press OTHR from the next main menu Press OPTS from the next main menu Press NEXT to go to the Announcement option The Announcements option appears showing the current setting Press CHNG to change this setting Each time you press CHNG the setting changes to one of tones names and off Press OK to keep the current setting and exit NOTE The system does not offer the off setting if your adminis trator has not assigned this privilege to you If you press OK the Options menu appears NN40020 104 Chapter 2 Navigating the conference using softkeys 31 To hear a list of available commands using softkeys 12146 12 iWAY WIEW OTHF 12146 12 LOCK MUTE OTH 12146 12 OPTS CMOS QUIT 12 41 12 iWAY MIEW OTHF 1 2 Press OTHR from the first main menu Press OTHR from the next main menu Press CMDS from the next main menu You hear a list of all commands available to you Your display shows the commands as you hear them You can press any key to terminate the command list The first main menu appears Meet Me Conferencing User Guide 32 Chapter 2 Navigating the conference using softkeys Participant activities Participants complete the following procedures when joining or participating in a conference To access a conference participant on page 39 To mute or unmute yourself
3. Enter the new PIN value and press pound 4 Enter the new PIN value again to verify it and press pound If the values match the system changes your PIN If the values do not match go to step 2 To set a passcode using your keypad You can set a passcode that participants must enter before they enter the conference A passcode provides added security to a conference 1 At the Chairperson Wait menu you hear the following prompt When you are ready to enter the conference press one Meet Me Conferencing User Guide 36 Chapter 3 Navigating the conference using your keypad Tf this conference will require a passcode press two To change the conference settings press three Press two 2 Continue to follow the voice prompts to set a passcode 2 Enter the passcode and press pound Your passcode must be four to eight digits in length 3 Enter the passcode again to be verified and press pound If the passcodes match you can enter the conference or change conference settings If the passcodes do not match you are asked to enter them again by repeating the procedure from step 3 To change conference options using your keypad 1 At the Chairperson Wait menu you hear the following prompt When you are ready to enter the conference press one Tf this conference will require a passcode press two To change the conference settings press three Press three 3 Continue to
4. Meet Me Conferencing User Guide BCM Business Communications Manager Document Status Standard Document Version 02 01 Part Code NN40020 104 Date August 2008 NORTEL Copyright 2007 2008 Nortel Networks All rights reserved The information in this document is subject to change without notice The statements configurations technical data and recommendations in this document are believed to be accurate and reliable but are presented without express or implied warranty Users must take full responsibility for their applications of any products specified in this document The information in this document is proprietary to Nortel Networks Trademarks Nortel the Nortel logo the Globemark are trademarks of Nortel Networks Pentium is a registered trademark of Intel Corporation Microsoft Windows Windows NT and MS DOS are registered trademarks of Microsoft Corporation All other trademarks and registered trademarks are the property of their respective owners Contents 3 Contents How 16 Get REID sic cos ac ieee Siei acs ccuseadiacscengetasesenes 7 Chapter 1 IATORUCHON 160s esdeeViee FeS Gee Nees RNS Ee ee Err settes Nee 9 Gonteronce PUASEE 24 6 iGad eb etie bebe WOES Se sb kREM ESSE ER SE EA EeRs WEES S 9 Conference service ACCESS 6 2 e eee 10 Chairperson access and commands 0 0 eee eee eee EEEE TESS 11 Ghaiperson Wat MENU s ccacsceeu erstere arent reai te eae lee du 11 Chairperson conferen
5. e download software documentation and product bulletins e search the Technical Support Web site and the Nortel Knowledge Base for answers to technical issues e sign up for automatic notification of new software and documentation for Nortel equipment e open and manage technical support cases Getting Help over the phone from a Nortel Solutions Center If you don t find the information you require on the Nortel Technical Support Web site and have a Nortel support contract you can also get help over the phone from a Nortel Solutions Center In North America call 1 800 4NORTEL 1 800 466 7835 Outside North America go to the following Web site to obtain the phone number for your region http www nortel com callus Getting Help from a specialist by using an Express Routing Code To access some Nortel Technical Solutions Centers you can use an Express Routing Code ERC to quickly route your call to a specialist in your Nortel product or service To locate the ERC for your product or service go to http www nortel com erc Getting Help through a Nortel distributor or reseller If you purchased a service contract for your Nortel product from a distributor or authorized reseller contact the technical support staff for that distributor or reseller Meet Me Conferencing User Guide 8 How to get help NN40020 104 Chapter 1 Introduction With Meet Me Conferencing callers can establish a teleconference by ca
6. 41 12 LOCK MUTE OTHR 12 41 12 OPTS CMDS QUIT Muted UAMUTE OTHR 12 46 12 IWAY WIEW OTHF 1 Press OTHR from the first main menu 2 Press OTHR from the next main menu 3 Press QUIT from the next main menu The next main menu appears 4 Press UNMUTE You are unmuted The first main menu appears The system provides the SELF button on the Mute submenu To Mute All Participants using softkeys If you mute all participants using this command participants can unmute themselves 12146 12 iWAY MIEW OTHF 12 42 12 UMLCK MUTE OTHF Mute SELF ALL QUIT 12 46 12 IWAY VIEW OTHF 1 Press OTHR from the first main menu 2 Press MUTE from the next main menu The Mute submenu appears 3 Press ALL All participants are muted Participants can unmute themselves The first main menu appears NN40020 104 Chapter 2 Navigating the conference using softkeys 27 To mute a single conference participant using softkeys 12 44 12 IWAY VIEW OTHF Hl Dave 5 HEST MUTE OTHR H4 Joe M HEST MUTE OTHE H4 Joe M HEST UNDO OTHR Bi John B DISC QUIT 14532 11 IWAY WIEW OTHF 1 2 Press VIEW from the first main menu The first participant appears To mute a participant press NEXT until you view the participant you want to mute NOTE The system does not offer the MUTE softkey if the p
7. Chapter 1 Introduction 15 Mute yourself This command is available through keypad and softkey access Mute All Participants The Mute All Participants command is available through keypad and softkey access The Mute All Participants command mutes all participants Unlike the Mute Conference command participants can unmute themselves Use the Mute All Participants command e to restore order to an unruly conversation without resorting to the Mute Conference command e to determine whether a participant accidentally gave the conference music on hold or a similar treatment You can mute all participants and then ask participants to unmute themselves View and change conference options Viewing and or changing conference options is available through keypad and softkey access During a conference the chairperson can change the Conference Continuation option and the Announcement option Changes to these options take effect for the current conference and remain in effect for future conferences Hear announced commands You can use your keypad or your softkeys to hear a list of commands Hear a count of participants You can use your keypad or your softkeys to hear a count of participants Table 2 Chairperson commands during conference keypad access Commands Function Keys Mute Unmute Conference Mute unmute a conference Participants cannot Mute unmute Unmute 99 Lock Unlock Conference Lock unlo
8. match this display appears briefly to show you your passcode is set The Chairperson Wait menu appears The passcode no longer appears as an option NN40020 104 Chapter 2 Navigating the conference using softkeys 21 To change conference options before conference using softkeys Waiting 12 EHTE PASS ADMIH Admin PIH OPTS QUIT Quickstart off CHHG HET On exit Term CHHG HET Announce tones CHHG OK Admin FIH OPTS QUIT 1 2 Press ADMIN from the first main menu Press OPTS The Quickstart option appears showing the current setting Press CHNG to change this setting Each time you press CHNG the setting switches between off and on Press NEXT to keep the current setting and go to the next option NOTE The system does not offer this option if your administrator did not assign this privilege to you Without Quickstart conferences start when you enter the conference The Conference Continuation option appears showing the current setting Press CHNG to change this setting Each time you press CHNG the setting switches between Term and Cont Press NEXT to keep the current setting and go to the next option NOTE The system does not offer the Conference Continuation option if your administrator did not assign this privilege to you Conferences end when you exit the conference The Announcements option appears sh
9. menu Press CMDS from the next main menu You hear a list of all commands available to you Your display shows the commands as you hear them You can terminate the command list at any time by pressing any key The first main menu appears Meet Me Conferencing User Guide 34 Chapter 2 Navigating the conference using softkeys NN40020 104 35 Chapter 3 Navigating the conference using your keypad Use the procedures in this chapter to enter configure and navigate Meet Me Conferencing using your keypad When you use an external set or a 1 line set voice prompts guide you Chairperson activities before the conference You must be the chairperson of the conference to complete the following procedures These procedures describe how to enter and configure a conference e To access the Chairperson Wait menu on page 40 e To change the PIN using your keypad on page 35 e To set a passcode using your keypad on page 35 e To change conference options using your keypad on page 36 e To enter the conference using your keypad on page 37 To change the PIN using your keypad 1 At the Chairperson Wait menu you hear the following prompt When you are ready to enter the conference press one If this conference will require a passcode press two To change the conference settings press three Press three 3 Continue to follow the voice prompts to change the PIN Press one 1
10. participant using softkeys on page 33 To view a list of participants using softkeys on page 33 To hear a count of participants see Table 6 on page 37 To hear a list of available commands using softkeys on page 33 To transfer a participant in to conference on page 39 NN40020 104 Chapter 2 Navigating the conference using softkeys 33 To mute or unmute yourself participant using softkeys 12146 12 MUTE WTEW OTHF 12 48 12 UMMUTE WIEW OTHF 1 Press MUTE from the first main menu You are muted MUTE changes to UNMUTE Press UNMUTE from the main menu You are unmuted UNMUTE changes to MUTE To view a list of participants using softkeys 12 44 12 MUTE WIE OTHR Hl Dave 5 HEST QUIT H2 Pete T HEST QUIT 12 Jill M HEST QUIT Total 12 AGAIH OF 1 2 Press VIEW from the first main menu The first participant appears Press NEXT to go to the next participant Press QUIT while viewing any participant to exit the View command Press NEXT until you are on the last participant Press NEXT on the last participant Press AGAIN to view the list again Press OK to exit the View command To hear a list of available commands using softkeys 12 40 12 MUTE WIEW OTHR 12 48 12 CMDS GUIT 12 40 12 MUTE IEW OTHR 1 2 Press OTHR from the first main
11. system prompts you to say your name Otherwise the system bypasses this step B Note While you wait for the conference to begin a prompt plays every minute If you need assistance press 0 during the prompt to transfer to an attendant Meet Me Conferencing User Guide 40 Chapter 4 Common procedures 4 Ifyou are prompted enter the passcode You enter the conference Note This step occurs when the conference starts or when you access a conference that is already in progress To access the Chairperson Wait menu This procedure is only for chairpersons Before you start this procedure dial in to the conference service as described in Conference service access on page 10 1 The system prompts you for your access code If you are calling from your own extension press pound Otherwise enter your own extension and press pound Note If you call from your own extension set up as a conference bridge the system gt bypasses the next step step 2 and prompts you directly for your PIN step 3 2 To verify you are the chairperson press star 3 Enter your personal identification number PIN number and press pound Enter 0000 if you are accessing the conferencing feature for the first time or if the administrator reset your PIN The system prompts you to change it If PIN authorization fails because your password expired the system prompts you to change it See To chan
12. to change your PIN before proceeding You can change your PIN when you are setting up for a conference at the Chairperson Wait menu Changing conference options At the Chairperson Wait menu the chairperson can change the Quickstart option the Conference Continuation option and the Announcement option Changes to these options take effect for the current conference and remain in effect for future conferences Quickstart option The Quickstart option controls when a conference begins By default the option is disabled Conferences start after the chairperson arrives When enabled conferences start after the first participant arrives This option applies only to future conferences The Quickstart option appears only at the Chairperson Wait menu and only if the administrator assigned this privilege to the chairperson Conference Continuation option The Conference Continuation option controls when a conference ends By default the option is disabled Conferences end when the chairperson leaves the conference When Conference Continuation is enabled conferences continue after the chairperson leaves the conference As the chairperson you can set the Conference Continuation option at the Chairperson Wait menu and during a conference It appears only if the administrator assigned this privilege to the chairperson Announcement option The Announcement option controls the announcement type and whether the system announces a partici
13. 04 39 Chapter 4 Common procedures Use the common procedures in this chapter to navigate Meet Me Conferencing e To transfer a participant in to conference on page 39 e To access a conference participant on page 39 e To access the Chairperson Wait menu on page 40 To transfer a participant in to conference An internal user can transfer a caller in to a conference The internal user performs the following steps while on a call 1 Use F930 or call transfer to transfer the caller to the conferencing service See Conference service access on page 10 2 If you are the chairperson of this conference press pound otherwise enter the conference access code and press pound The held caller enters the conference Note If the internal user is already a participant in a held conference he she gt must manually take the held conference off hold To access a conference participant This procedure is only for participants Before you start this procedure dial in to the conference service as described in the section Conference service access on page 10 1 Enter the access code and press pound The access code is the chairperson s extension To verify that you are not the chairperson press pound or stay on the line Say your name If the conference is not in session you wait while on hold Note If the chairperson chose the option to announce participants by name the
14. 14 32 li 9 The first main menu appears iWAY WIEW OTHR To lock a conference using softkeys 123468 12 1 Press OTHR from the first main menu WAY WIEW OTHE 12 42 12 2 Press LOCK from the next main menu LOCK MUTE OTHE The system locks the conference Future attempts to enter this conference are blocked 12id2 12 The LOCK button changes to UNLCK UHLCK MUTE OTHR To unlock a conference using softkeys 12 48 12 1 Press OTHR from the first main menu WAY WIEW OTHE 12 42 12 2 Press UNLCK from the next main menu UMLCK MUTE OTHER The system unlocks the conference 12 42 12 The UNLCK button changes to LOCK LOCK MUTE OTH To mute yourself chairperson using softkeys 12 48 12 1 Press oTHR from the first main menu WAY WIEW OTHE 12i42 12 2 Press MUTE from the next main menu UNLOCK MUTE OTHER The Mute submenu appears Mute 3 Press SELF SELF ALL QUIT You are muted NOTE The system removes the SELF button on the Mute submenu The following main menu appears to show your status Muted 12 4 Press OTHR to view the first main menu UMMUTE OTHE 12 48 12 The first main menu appears WAY WIEW OTHE Meet Me Conferencing User Guide 26 Chapter 2 Navigating the conference using softkeys To unmute yourself chairperson using softkeys 12 44 12 IWAY WIEW OTHF 12
15. and commands on page 11 Call a phone number that is configured for Meet Me Conferencing to answer The chairperson provides the phone number in the meeting invitation NN40020 104 Chapter 1 Introduction 11 Chairperson access and commands The meeting invitation sent by the chairperson must contain the following information e the Meet Me Conferencing DN if necessary see Conference service access on page 10 e the access code which is the chairperson s DN e the passcode if configured e other meeting specific information The administrator informs you of the maximum number of participants in your conference This maximum number may be limited further by the available ports Chairpersons access Meet Me Conferencing enter their personal identification number PIN and then enter the Chairperson Wait menu Chairperson Wait menu When you enter the conference as the chairperson the Chairperson Wait menu is available to you to review and change conference settings If you use an external telephone the commands available for conference control are limited to those available by keypad control If you are an internal caller with a two line display telephone softkey telephone commands are also available through a softkey menu See Table 1 on page 13 for both softkey and keypad access Upon entering the Chairperson Wait menu you have three options e enter the conference e configure a passcode e change yo
16. ange conference options before conference using softkeys cceeeeeeeee tees 21 To enter the conference USING SOMKC YS va ssecccceresscccsetnssecctetrensecenssarcecedemnvcunemseceesenies 22 To Mute Conference using softkeys ccceceeeeeeeteneeeeeeeeeteeee tease eeaeeeeaeeseaeeeeeaeeeeed 23 TO unmute the conference USING SOMKEYS wccscsesseccccreessacenseessuccamnvenscoseveureccaeeavenvecssnvensecs 24 To view conference participants USING softkeys e ce eeseeeeeteeneeeeeeeenaeeeeeteteeeeeenenee 24 To lock a conterence Using SOMKOYS cccscarsecccoetersSecseniesicdecorediccustsansicndtevesstousemureicndennenyee 25 To nlock a conference USING SORKEYS sasssssisissirisssarisievriacissviranisasn secenetantaccunseesien 25 To mute yourself chairperson using softkeys c cceeeceeeteeeteeeeeeeeeeeeeeaeeeeeaeeeeeaeeeeee 25 To unmute yourself chairperson using softkeys eesseeseesseesrressrserreerrrerrrrsrrrsrns 26 TO Mute All Participants using SORKOyS irsisirssrsscsrssiiiiinsasusrscniininsscsnoranisnna nosnici 26 To mute a single conference participant using softkeys eeseeeieseerrrserrrrrerrenn 27 To unmute a single conference participant using softkeys eeseeeeeeeeereeeeerrernnen 27 To disconnect a single conference participant using softkeys 28 To view or change conference options using softkeys ssssssrssssrrrressrrrrersrrrnrssrnnnsne 29 To view or change the Conference Continuation setting u
17. artici pant is already muted Press MUTE to mute the participant MUTE changes to UNDO NOTE UNDO is available for 15 seconds after pressing MUTE After 15 seconds the softkey is blank and the participant must unmute their line Press OTHR Press QUIT The first main menu appears To unmute a single conference participant using softkeys 12 44 12 IWAY WIEW OTHF Hl Dave 5 HEST MUTE OTHR H4 Joe MH HEST UNDO OTHR H4 Joe M HEXT MUTE OTHE H4 Joe H DISC QUIT 12 50 12 IWAY WIEW OTHF 1 2 Press VIEW from the first main menu The first participant appears To unmute a participant press NEXT until you view the participant you want to unmute Press UNDO to unmute the participant UNDO changes to MUTE NOTE UNDO is available for 15 seconds after pressing MUTE After 15 seconds the softkey is blank and the participant must unmute their line Press OTHR Press QUIT The first main menu appears Meet Me Conferencing User Guide 28 Chapter 2 Navigating the conference using softkeys To disconnect a single conference participant using softkeys 12 44 12 IWAY VIEW OTHF Hl Dave 5 HEST MUTE OTHE Ar Ann PF HEST MUTE OTHE AY Ann PF DISC QUIT Ann 46 John B HEST MUTE OTHE 46 John B DISC QUIT 12 41 11 IWAY VIEW OTHF 1 2
18. ce commands n s ssaa nsaan 13 Participant access and commands eese carecrrrrossrarsti idat rennir r esri 16 Accessing the conference 2 6 6 cee owe eee eke Ree eee eR 16 Participant commands during a conference 000 e ee eee ees 17 Chapter 2 Navigating the conference using softkeys 000eeeeeeeeee 19 Chairperson activities before the conference 000s eee eee eens 19 Chairperson activities during the conference 0 0c cece eee eee 23 Paricpom aeiio occa cn ceeded OSE b TEESE EER TESS EE Pe eae eee ea 32 Chapter 3 Navigating the conference using your keypad 2e0eeees 35 Chairperson activities before the conference ccc cence eee ees 35 Chairperson activities during the conference 0 0c cece eee eae 37 Fank Pom aN reaa phere a aaraa 37 Chapter 4 COMMON PYOCEGUNGS 5 ccc cc cesdecciscdscecerce ress ve dnra raS 39 To transfer a participant in to conference 02 00 e eee eee eee 39 To access a conference participant 2 50sc0accae canes eeeuw en kees eens 39 To access the Chairperson Wait menu 0 0 40 Meet Me Conferencing User Guide 4 Contents NN40020 104 Task List 5 Task List To change the PIN using SOMO YS yo sies sees scece aces Sach aadetsccceasoensctnaduessaceweteesbecteadentacecedeanies 19 TG configure a passcode Using SONKOYS is cciccsisscececerassecestsnesiete metas tocecmessaceaumestecenerenscs 19 To ch
19. ck a conference Lock 4 Unlock 5 Mute All Participants Mute all participants Participants can unmute 88 Mute Unmute Self Mute unmute yourself Mute Self 6 Unmute Self 7 Conference Continuation Option Toggles to reflect Conference Continuation choice 8 Announcements Option Toggles to reflect Announcement choice 9 Meet Me Conferencing User Guide 16 Chapter 1 Introduction Table 2 Chairperson commands during conference keypad access Commands Function Keys Participant Count Announce the number of participants List Commands Announce the list of commands ii Table 3 Chairperson commands during conference softkey access Main Menu softkeys Submenu 1 softkeys Submenu 2 softkeys 1WAY CONF Mute conference VIEW View all participants NEXT View next participant MUTE Mute this participant OTHR Go to next tier of VIEW command DISC Disconnect this participant QUIT Return to main menu OTHR Go to the next tier of main menu commands LOCK UNLCK Lock unlock the conference MUTE Mute all participants SELF Mute yourself ALL Mute all participants QUIT Return to main menu UNMUTE Unmute yourself OTHR Return to main menu OPTS View change options Conference Continuation and Announcement options CHNG Choose other option setting NEXT Go to next option CMDS Hear a list of commands Participant access and
20. commands Participants dial in to Meet Me Conferencing and follow the prompts to enter the conference Accessing the conference After accessing the Meet Me Conferencing service you must enter the access code The access code is the chairperson s DN If the system announces names upon entering the conference the system asks you to say your name If the conference is not yet in session you wait while on hold When the conference begins if required you enter the passcode The chairperson provides the access code and the optional passcode in the meeting invitation When you correctly enter the passcode you enter the conference NN40020 104 Chapter 1 Introduction 17 See To access a conference participant on page 39 Participant commands during a conference All conference participants can use their keypad to access commands such as mute and unmute and to hear a count of conference participants See Table 4 on page 17 Table 4 Participant commands keypad access Command Function Keys Mute Mute yourself 6 Unmute Unmute yourself 7 Participant Count Hear the number of particpants in the Commands conference Hear a list of all commands If you have a one line telephone display telephone you can also view the elapsed time of the conference and the number of conference participants If you have a two line telephone softkey telephone you have softkey access t
21. follow the voice prompts to set a passcode Press two 2 To activate Quickstart press one 1 or to skip this step press pound If you press one 1 future conferences start when participants arrive If you press pound future conferences start when you arrive Note The system does not offer this option if your administrator did not assign this privilege to you Without Quickstart conferences start when you enter the conference 4 To allow the conference to continue after you disconnect press one 1 or to skip this step press pound If you press one 1 conferences continue when you leave the conference If you press pound conferences end when you leave the conference Note The system does not offer this option if your administrator did not assign this privilege to you Without Conference Continuation conferences end when you exit the conference 5 To accept the Tones announcement press pound or press one 1 to hear the next setting NN40020 104 Chapter 3 Navigating the conference using your keypad 37 6 To accept the Names announcement press pound or press one 1 to hear the next setting 7 To accept the No Announcement setting press pound or press one 1 to return to step 5 Note The system does not offer the No Announcement setting if your administrator did not assign this privilege to you To enter the conference using your keypad 1 At the Chair
22. ftkeys on page 25 To unlock a conference using softkeys on page 25 To mute yourself chairperson using softkeys on page 25 To unmute yourself chairperson using softkeys on page 26 To Mute All Participants using softkeys on page 26 To mute a single conference participant using softkeys on page 27 To unmute a single conference participant using softkeys on page 27 To disconnect a single conference participant using softkeys on page 28 To view or change conference options using softkeys on page 29 To view or change the Conference Continuation setting using softkeys on page 30 To view or change the Announcement setting using softkeys on page 30 To hear a list of available commands using softkeys on page 31 To hear a count of participants see Table 6 on page 37 To Mute Conference using softkeys If you mute all participants using the Mute Conference command participants cannot unmute themselves 12 44 12 1 Press 1way from the first main menu iWAY WIEW OTH All conference participants are muted 12 41 12 1WAY changes to CONF COMF WIEW OTHE Meet Me Conferencing User Guide 24 Chapter 2 Navigating the conference using softkeys To unmute the conference using softkeys 12 48 12 COMF WIEW OTHE 12 41 12 iWAY WIEW OTHF 1 Press CONF from the first main menu All conference participants are unmuted CONF changes
23. ge the PIN using softkeys on page 19 or To change the PIN using your keypad on page 35 If PIN authorization succeeds you enter the Chairperson Wait menu Note To change your PIN you must use an internal set If you must change gt your PIN and you are calling from an external line the system warns you and then disconnects your call If you logged on to the conference as the chairperson you hear a list of chairperson commands NN40020 104
24. lling in to a specified number at an agreed upon time One caller acts as the chairperson and has additional powers to start stop secure and control the conference Anyone can participate in a conference but a BCM user must have chairperson privileges to chair a conference Meet Me Conferencing has a special directory number DN used to access the Meet Me Conferencing feature Although you can access a conference in several ways the system administrator should notify every conferencing user of the Meet Me Conferencing DN For procedures to activate and administer Meet Me Conferencing using Element Manager see networking or telephony configuration guide for your system The following topics describe Meet Me Conferencing e Conference phases on page 9 e Conference service access on page 10 e Chairperson access and commands on page 11 e Participant access and commands on page 16 Conference phases The Quickstart option determines how a conference begins With the Quickstart option enabled a conference begins when the first participant arrives see Quickstart option on page 12 If the Quickstart option is disabled the conference begins when the chairperson arrives Note When you enable the QuickStart feature on a Meet Me Conferencing bridge that external conference participants can access by using a 1 800 number there is a risk that your company can incur unauthorized toll charges To avoid this t
25. n page 21 e To enter the conference using softkeys on page 22 To change the PIN using softkeys Waiting 12 1 Press ADMIN from the Chairperson Wait menu EXTER FASS ADMIN Admin 2 Press PIN PIN OPTS QUIT FIH 3 Enter the new PIN number and press OK RETR OE Enter again You are asked to enter the same PIN number again for verification FIH 4 Enter the PIN number again and press OK RETR OE FIH OF Your PIN is accepted Waiting 12 ENTER PASS ADMIN The Chairperson Wait menu appears To configure a passcode using softkeys You can configure a passcode that participants must enter before they are allowed into conference A passcode provides added security to a conference You configure a passcode once for each conference Waiting 12 1 Press PASS from the Chairperson Wait menu EHTE PASS ADMIH Meet Me Conferencing User Guide 20 Chapter 2 Navigating the conference using softkeys Pass RETRY OK Enter again Fassi RETR OK Ho match Passcode set Waiting 12 EHTER ACMIH 2 Enter the passcode and press OK Your passcode must be four to eight digits in length You are asked to enter the same passcode again for verification 3 Enter the passcode again and press OK If your passcodes do not match you are asked to enter them again by repeating the procedure from step 2 If your passcodes
26. n use to scroll through a list of participants and selectively mute or disconnect them See Table 3 on page 16 You can use the following commands during a conference Mute and Unmute Conference on page 13 View participants on page 14 Mute a single participant on page 14 Disconnect a single participant on page 14 Lock and unlock conference on page 14 Mute yourself on page 15 Mute All Participants on page 15 View and change conference options on page 15 Hear announced commands on page 15 Hear a count of participants on page 15 Mute and Unmute Conference The Mute and Unmute Conference commands are available through keypad and softkey access Meet Me Conferencing User Guide 14 Chapter 1 Introduction When you use the Mute Conference command the system mutes all participants except the chairperson Participants remain muted until the chairperson uses the Unmute Conference command Participants cannot unmute themselves Use the Mute Conference command e to restore order to an unruly conversation by silencing all speakers e when meetings require the uninterrupted delivery of an announcement View participants This command is available only through softkey access The chairperson can view each conference participant and selectively mute or disconnect them The first line of the display shows the participant s name as it appears in the BCM directory If the pa
27. o commands You also have an additional View command to view a list of conference participants See Table 5 on page 17 Table 5 Participant commands softkey access Main Menu softkeys Submenu 1 softkeys MUTE Mute yourself UNMUTE Unmute yourself VIEW View all participants NEXT View next participant QUIT Return to main menu OTHR Go to the next tier of main menu commands CMDS Hear a list of commands QUIT Return to first tier You can use the following commands during a conference e Mute and unmute yourself e Hear the participant count e Hear a list of available commands e View a list of participants if using a softkey telephone Meet Me Conferencing User Guide 18 Chapter 1 Introduction NN40020 104 19 Chapter 2 Navigating the conference using softkeys Use the procedures in this chapter to enter configure and navigate Meet Me Conferencing When you use a softkey set you have an additional interface to commands Chairperson activities before the conference You must be the chairperson of the conference to perform the following procedures These procedures describe how to enter and configure a conference e To access the Chairperson Wait menu on page 40 e To change the PIN using softkeys on page 19 e To configure a passcode using softkeys on page 19 e To change conference options before conference using softkeys o
28. owing the current setting Press CHNG to change this setting Each time you press CHNG the setting changes to one of tones names and off Press OK to keep the current setting and exit NOTE The system does not offer the off setting if your adminis trator did not assign this privilege to you When you press OK the Admin menu appears Meet Me Conferencing User Guide 22 Chapter 2 Navigating the conference using softkeys To enter the conference using softkeys Waiting 12 EHTE PASS ADMIN Continue Terminate 1 Press ENTER from the Chairperson Wait menu One of the two displays appears briefly to remind you about your Conference Continuation setting You enter the conference NN40020 104 Chapter 2 Navigating the conference using softkeys 23 Chairperson activities during the conference You must be the chairperson of the conference to complete the following procedures These procedures describe how to navigate a conference using the softkeys on your set See Chairperson commands during conference softkey access on page 16 to view the softkeys on your telephone You can perform the following procedures while you participate in a conference To Mute Conference using softkeys on page 23 To unmute the conference using softkeys on page 24 To view conference participants using softkeys on page 24 To lock a conference using so
29. pant upon entering a conference The Announcement option has three settings e The system plays tones when a participant enters a conference e The system announces Names when a participant enters a conference e No announcement plays when a participant enters a conference NN40020 104 Chapter 1 Introduction 13 As the chairperson you can set the Announcement option at the Chairperson Wait menu and during a conference The chairperson cannot select No Announcement if the administrator did not assign this privilege Table 1 Chairperson softkey and keypad commands Wait menu Wait menu Submenu 1 Submenu 2 ENTER key 1 Enter conference PASS key 2 Set the passcode ADMIN key 3 PIN key 1 Change PIN OPTS key 2 View and or change options Quickstart Conference Continuation and Announcement QUIT key 3 Return to Wait menu Chairperson conference commands You have a number of commands available after you enter the conference Conference commands are available to all users through voice prompts and keypad access See Table 2 on page 15 If you use a one line display telephone your telephone shows the elapsed time in minutes of the conference and the number of participants If you use a two line display telephone softkey telephone commands are also available through a softkey menu In addition to the other commands the softkey interface has a View command that you ca
30. person Wait menu you hear the following prompt When you are ready to enter the conference press one Tf this conference will require a passcode press two To change the conference settings press three Press one 1 You enter the conference Chairperson activities during the conference The following table shows you how to navigate a conference using your keypad See Table 6 on page 37 Table 6 Chairperson commands during a conference keypad access Command Keys Mute a conference Unmute a conference 99 Lock a conference 4 Unlock a conference 5 Mute yourself 6 Unmute yourself 7 Mute all participants 88 Change the Conference Continuation option 8 Change the Announcement option 9 Hear a count of participants Hear a list of commands n Participant activities Participants can perform the following procedures e To access a conference participant on page 39 Meet Me Conferencing User Guide 38 Chapter 3 Navigating the conference using your keypad e To transfer a participant in to conference on page 39 To navigate a conference follow the commands described in the following table See Table 7 on page 38 Table 7 Participant commands during conference keypad access Commands Keys Mute yourself 6 Unmute yourself 7 Hear a count of participants Hear a list of commands i NN40020 1
31. rticipant is an external caller the display shows the Caller ID information if it is available Mute a single participant This command is available only through softkey access While viewing conference participants the chairperson can mute the currently viewed participant The chairperson then has 15 seconds to unmute the same participant The chairperson can test to determine whether a participant accidentally gave the conference music on hold or a similar treatment After 15 seconds only the participants can unmute themselves This prevents the chairperson from unmuting a participant without their knowledge The mute softkey does not appear if the participant is already muted Disconnect a single participant The Disconnect command is available only through softkey access While viewing conference participants the chairperson can disconnect the currently viewed participant The system disconnects the participant and removes the participant from the viewing list Lock and unlock conference The Lock and Unlock commands are available through keypad and softkey access The Lock command locks the conference to prevent any new arrivals The chairperson can still transfer a user into the conference When you unlock a conference new participants can join the conference Use this command when your discussion is confidential and announcements are turned off This is less of a concern if the conference has a passcode NN40020 104
32. sing softkeys 00 6 30 To view or change the Announcement setting using softkeys 30 To hear a list of available commands using softkeys eee eeeeeeeeeeeeeeeenneeeeeeeeneeeeeteeee 31 To mute or unmute yourself participant using softkeys ceeeeeeeeeeetee teeter eeeeeeee 33 To view a list of participants using softkeyS sssessssrsessrrrressrrnrerrrnnnerrnnnentnnnnnesennnnae 33 To hear a list of available commands using softkeys seseeeeeeeeerrsererrrsererrserrnnn 33 To change the PIN using your keypad cessed ecuessccc concen ssec snes seedenemesscecccunssaceanuabascedenumesien 35 TO sel a passcode using your keypad secessccccecrenshecsemsestedecorediccustsarsccndserestousalareccedenrenves 35 To change conference options using your keypad s ccccceesseceeeeeeseeeeeeeeeeeeeereetees 36 To enter the conference USING your keypad sieicsiccisecneseccceererscormeusveceeeresvocenvmseccmeerecs 37 Meet Me Conferencing User Guide 6 Task List NN40020 104 How to get help This section explains how to get help for Nortel products and services Getting Help from the Nortel Web site The best way to get technical support for Nortel products is from the Nortel Technical Support Web site http www nortel com support This site provides quick access to software documentation bulletins and tools to address issues with Nortel products More specifically the site enables you to
33. to 1 WAY To view conference participants using softkeys Use the View command to view mute and disconnect conference participants 12 44 12 IWAY WIEW OTHE Hl Dave 5 HEST MUTE OTHR H4 Joe MM HEST MUTE OTHE H4 Joe MM HEST UNDO OTHE Ar Ann FP HEST MUTE OTHE Ar Ann FP DISC QUIT Ann 46 John B HEST MUTE OTHE Total 14 AGAIN OK 1 2 Press VIEW from the first main menu The first participant appears To mute a participant press NEXT until you view the participant you want to mute Press MUTE MUTE changes to UNDO NOTE The system does not offer the MUTE softkey if the partici pant is already muted To disconnect a participant press NEXT until you view the partici pant you want to disconnect Press OTHR Press DISC This display appears briefly to indicate that the participant is discon nected NOTE Press QUIT on this menu at any time to exit the View command The next participant appears To view the remaining participants press NEXT_until you reach the end of the list This display appears after you press NEXT on the last participant The display shows the total number of participants To view the list of participants again press AGAIN To exit press OK NN40020 104 Chapter 2 Navigating the conference using softkeys 25
34. to change this setting Each time you press CHNG the setting changes to one of tones names and off Press OK to keep the current setting and exit NOTE The system does not offer the off setting if your adminis trator did not assign this privilege to you If you press OK the Options menu appears Meet Me Conferencing User Guide 30 Chapter 2 Navigating the conference using softkeys To view or change the Conference Continuation setting using softkeys 12 44 12 IWAY WIEW OTHF 12 44 12 LOCK MUTE OTHR 12 44 12 OPTS CMDS QUIT On exit Term CHHG HET 12 41 1z IWAY VIEW OTHF Press OTHR from the first main menu Press OTHR from the next main menu Press OPTS from the next main menu The Conference Continuation option appears showing the current setting Press CHNG to change this setting This option switches between Term and Cont Press to keep the current setting and exit NOTE The system does not offer the Conference Continuation option if your administrator has not assigned this privilege to you Conferences end when you exit the conference If you press the first main menu appears To view or change the Announcement setting using softkeys 12 44 12 IWAY VIEW OTHF 12 44 12 LOCK MUTE OTHR 12 44 12 OPTS CMDS QUIT On exit Term CHHG HET Announce tones CHHG OK 12 44 12 OPTS CMDS QUIT 1
35. unless the chairperson locks the conference see Lock and unlock conference on page 14 Terminating A conference ends after the last person hangs up The system has several ways for force the conference to end Ifthe option is configured the conference ends 1 minute after the chairperson leaves the conference The chairperson does not start the conference within a specified amount of time The conference reaches a time limit with only one participant in attendance The conference duration reaches a specified time limit In each case the service plays an appropriate warning message and then waits 1 minute before disconnecting all participants Conference service access Internal and external participants have several options to access the conference service Internal callers can choose one of the following methods Dial the Meet Me Conferencing DN directly from your phone The chairperson provides the Meet Me Conferencing DN in the meeting invitation See Chairperson access and commands on page 11 Dial the Meet Me Conferencing feature code F930 Have another person transfer you into conference See To transfer a participant in to conference on page 39 External callers can choose one of the following methods Follow the voice prompts in auto attendant to enter the Meet Me Conferencing DN The chairperson provides the Meet Me Conferencing DN in the meeting invitation See Chairperson access
36. ur PIN and conference options After you finish administering the conference you can enter the conference Passcode Configuration The chairperson can set up a passcode for the conference The chairperson uses a passcode to restrict entry to the conference The chairperson gives the passcode to a select group of participants if discussions in the conference are confidential Each participant must enter the passcode to gain entry to the conference This rule has one exception callers transferred into conference by the chairperson need not enter the passcode The passcode applies only to the conference for which it was created The system removes the passcode option after the chairperson enters a passcode The system does not offer the option at all if the chairperson enables Quickstart With Quickstart participants can be in conference without a chairperson See Quickstart option on page 12 Meet Me Conferencing User Guide 12 Chapter 1 Introduction Changing the PIN Each chairperson has a personal identification number PIN and uses it to access conferences The PIN has the same security requirements as a voice mailbox password The PIN has the default value of 0000 e after the administrator creates the conference bridge e after the administrator resets the PIN If the PIN is 0000 then you must change it from an internal telephone If you attempt to access a conference without changing the PIN the system asks you
37. ype of fraud do not enable the QuickStart feature on a conference bridge that can be accessed with a 1 800 number A Meet Me Conference has four phases e Inactive No callers are currently participating in the conference e Not started Without Quickstart Participants have arrived but the chairperson has not yet called to start the conference In this phase participants wait while on hold and cannot speak to one another For participants with display telephone Not Started appears on the first line Meet Me Conferencing User Guide 10 Chapter 1 Introduction With Quickstart The system bypasses the Not Started phase All participants enter the conference directly Underway Without Quickstart The chairperson enters the conference The system then announces individual participants and brings them in to the conference in the order in which they dialed in to the conference Participants can now speak to each other subject to muting and other chairperson functions With Quickstart The conference starts when the first participant arrives The system brings participants in to the conference in the order in which they dialed in to the conference The chairperson can arrive at any time to a conference that is already in progress During conference the status display on their telephones shows the elapsed time of the conference in minutes and the number of participants New participants can join the conference
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