A Guide to Conference Calling

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1 A Guide to Conference Calling Contents A Guide to Conference Calling... 1 How to book a 247meeting Conference Call Using the Arthur Cox Conferencing scheduler:... 2 How to book a 247meeting Conference Call by phone:... 2 Using the 247meeting Conferencing Service Dialling into your call Voice Conferencing Commands... 4

2 How to book a 247meeting Conference Call Using the Arthur Cox Conferencing scheduler: 1. Go to: 2. Enter your address and password (Please use the forgot password link if you do not know your password) 3. Select Create a Conference 4. Enter a name for the Conference and Billing code if required then click next 5. Adjust the time and date that you would like to book the call for Note: if you would like to book a reoccurring call, please remove the tick from the One off/non reoccurring box and choose from the reoccurring options available to you. 6. Select Create Meeting (s) and you will now have a system generated with the option to send the details on to your Guests A popular choice is to copy the body of system generated and paste it into your own client so you can use your address book 7. Your call is now booked and will be ready for users to dial in up to 30 minutes before the Conference start time How to book a 247meeting Conference Call by phone: 1. Call the 247meeting Customer care team using one of the following numbers: Dublin: Belfast: London: New York: You will be asked for your Company name, address and password 3. You will be asked to give a name for your Conference call and a Billing code if applicable 4. You will then be asked when you would like to book the call for and it should be a re-occurring call or a one-off Conference 5. The details of the call will then be ed to your address allowing to edit your invitation before sending it on to your clients/colleagues 6. Your call is now booked and will be ready for users to dial in up to 30 minutes before the Conference start time

3 Using the 247meeting Conferencing Service 1. Dialling into your call Once you have scheduled your Conference call, you will now have all the necessary details to dial into your call. The details you require are: o Guest Code The pin code that your Guests will use to join the call o Host Code The pin the you will use to join the call o Dial in numbers All dial in numbers point to the same system so that you can join a call using your Host/Guest codes from any location around the world o Date/Time of the call The Date/Time users should dial in to the call When the time comes to join your call you should now dial your nearest dial in number. A list of the dial in numbers will be included in the invitation but can also be found by going to Once dialled, users will be prompted for their 6-digit PIN code followed by the # key. This is your Host or Guest PIN. Providing the user has entered the correct Host/Guest code they will be placed directly into the call. If a user enters the wrong Host/Guest code twice, they will be transferred to an Operator who will be able to manually place them in to the call. o Guests will hear hold music if they dial into the call before the host. They will continue to hear hold music until the Host dials into the call. o Hosts will hear silence until their Guests arrive

4 2. Voice Conferencing Commands The following are features that can be activated by the host at any time during a conference. 1. *2 - Recording function: To record a conference press *2 at anytime. You will then be given an eight digit recording pin which you will need to take note of. When you have taken note of your recording pin, you will then be asked to press 1 to begin recording or to press * to cancel. 2. *3 - Play back a conference: If you have recorded a conference by using the *2 function and you have your eight digit recording pin, you can access the recording by dialling in to a call as normal and entering your host pin. Once you are logged in please press *3. You will now be asked enter your eight digit recording pin and then press # to confirm or * to cancel. Press 1 to begin playback, 2 to re-enter your recording pin or * to cancel. To start playback from the beginning of the conference, press #. To skip ahead to a certain point in the conference please enter the number of minutes followed by # or press * to cancel. To stop playback at anytime, you can hang up or press *3 to return to your call. 3. *4 - Gain function: Use the gain function to level audio volume for each line dialled into conference. This function should be activated when one or more user s volume is too high or too low. This function can be deactivated at anytime by pressing *4. 4. *5 - Lecture mode: Lecture mode is a function only the host can use. This function mutes all other users and allows the host to speak without any interruptions. This function is especially useful if there is noise coming from one or more of the guests. You can turn off this function at any time by pressing *5. 5. *6 - Mute: This function can be used at anytime time by any user (Including Guests). This function will only mute your own line. This is very important when calling in from a mobile phone or where you might have a lot of background noise on your line. You can turn off this function at any time by pressing *6.

5 6. *7 - Lock call: This function places a lock on your Conference call. Once you dial *7 no one will be able to join the call. If the Host has locked the call and for some reason a Guest has to rejoin the call, the Host must first unlock the call by redialling *7. 7. *8 - Role call: This function can be used in two ways. If you press *8 at anytime it will tell you how many callers are in conference (including host). If you have announcements (Record Name on Entry) activated for your call and you press *8, it will now say the name of each user dialled into conference. You can turn announcements on selecting the Announcements On option when booking your call. 8. *0 - Operator: If at any time you need to contact an operator please dial *0 for assistance.

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