ShoreTel Converged Conferencing ShoreTel Converged Conferencing V5.6.2b Quick Start Guide

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1 October, 2005 Document and Software Copyrights Copyright by ShoreTel, Inc., Sunnyvale, California, U.S.A. All rights reserved. Printed in the United States of America. Contents of this publication may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without prior written authorization of ShoreTel, Inc. ShoreTel Inc. reserves the right to make changes without notice to the specifications and materials contained herein and shall not be responsible for any damage (including consequential) caused by reliance on the materials presented, including, but not limited to, typographical, arithmetic, or listing errors. ShoreTel Converged Conferencing ShoreTel Converged Conferencing V5.6.2b Quick Start Guide Trademarks ShoreCare, ShoreWare, and ShoreGear are registered trademarks of ShoreTel, Inc. in the United States and/or other countries. ShoreTel, ShoreTel 6, ShorePhone, AnyPhone, Office Anywhere and ShoreTel Smart, are Trademarks of ShoreTel, Inc. in the United States and/or other countries. Microsoft, Windows, Windows NT, and ActiveX are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. VxWorks is a trademark of Wind River Systems. All other copyrights and trademarks herein are the property of their respective owners. Version Information ShoreTel Converged Conferencing 5.6.2b Quick Start Guide Part Number: Date: October 21, 2005 Company Information ShoreTel, Inc. 960 Stewart Drive Sunnyvale, California (408) (408) fax FCC Interference Statement If equipment has been purchased from ShoreTel, this equipment has been tested and found to comply with the limits for a Class B digital device pursuant to Part 15 of the FCC rules. These limits are designed to provide reasonable protection against radio interference in a commercial environment. This equipment can generate, use and radiate radio frequency, energy and, if not installed and used in accordance with the instructions in this manual, may cause interference with radio communications. ShoreTel 960 Stewart Drive, Sunnyvale, California USA (Fax) 1

2 ShoreTel Converged Conferencing 5.6.2b Quick Start Guide ShoreTel Converged Conferencing is a converged communications solution that combines presence-aware instant messaging with the ability to make phone calls, conference calls, and share applications and presentations. ShoreTel Converged Conferencing runs in a standard Web browser and does not require you to install any special software on your computer. To use ShoreTel Converged Conferencing, you create a list of contacts of other people who use ShoreTel Converged Conferencing. You can then send an instant message or place a phone call to each contact by double-clicking one of two icons that appear next to each contact's name. Starting ShoreTel Converged Conferencing Manually starting ShoreTel Converged Conferencing 1. Open a browser window. 2. In the Address field of your browser, type the URL for ShoreTel Converged Conferencing as provided by your system administrator. A launch window is displayed followed by a small sign-in window. Important: If you have installed a popup ad blocker in your browser, you must set it to allow pop-ups for the ShoreTel Converged Conferencing site. By using ShoreTel Converged Conferencing you can: Change an instant message into a phone call Make phone calls and conference calls See who is online and who is on the phone View logs of past messages and phone calls Share your desktop or applications with others Make presentations and upload attachments Control who can see when you are online and who can send you messages The Quick Start Guide helps you start with some of the most basic ShoreTel Converged Conferencing tasks, including adding contacts, making phone calls and conference calls, sending instant messages, and sharing documents and presentations. Use the online help to find comprehensive information. 3. Enter the user ID and password that your system administrator gave you and click Sign In. Note: To receive instant messages, you must leave your contact window open, even if it is minimized. Automatically starting ShoreTel Converged Conferencing (for Windows TM ). To enable ShoreTel Converged Conferencing to start whenever you restart your computer, do the following from within Microsoft Windows : 1. Start ShoreTel Converged Conferencing. 2. Drag and drop the ShoreTel Converged Conferencing launch window the browser window that spawns your contact list into your Windows Startup folder. On many Windows XP computers, the Startup folder can be found as follows: Start All Programs Startup. 2

3 Learning about your contact phone number The phone number that appears at the top of the main Contacts window is the number where you make and receive calls. When you use ShoreTel Converged Conferencing to make calls, this phone number will ring first. When you answer your phone, your outgoing call is placed. When someone else calls you using ShoreTel Converged Conferencing (for example, by double-clicking the phone icon next to your name), this number rings. If you keep this number up-to-date, it helps other people to find you. The first time you sign in to ShoreTel Converged Conferencing, your phone number is set to the number that appears in your corporate directory. You can to change your number to your cell phone, a conference room, or any place where you want to make and receive calls. Changing your phone number 1. On the main contact window, click on your phone number at the top of the screen. 2. Select the number that you want, or select Add a New Number from the menu that appears. Note: Additional phone numbers are stored in a cookie on your computer. If you use ShoreTel Converged Conferencing from a different computer, you may have to re-enter your phone numbers. Adding Contacts and Groups To add contacts to your group 1. In the main Contacts window, right-click on the name of a contact and select Copy to Group. If you are using a Macintosh, hold down the Control key while clicking on the contact, and then select Copy to Group. To select more than one contact: On Windows, hold down the CTRL key while clicking on additional contacts, and then right-click and select Copy to Group. On a Macintosh, hold down the Shift key while clicking on contacts. Then, click again while holding down the Control key, and select Copy to Group. 2. In the dialog box that appears, select the group you want, or enter the name of a new group and click OK. To add a contact 1. At the bottom of the screen under I Want to click Add a Contact. 2. In the dialog box that appears, enter the User ID of the person you d like to add. To search for a person in your corporate directory, click Search Global Address List. 3. Click OK. 4. The new contact appears at the bottom of the group called My Contacts. To set up a group 1. In the main Contacts window, from the Tools menu, select Add A Group. 2. In the dialog box that appears, enter a name for the group and click OK. 3. The group will appear at the top of your contact list. 3

4 Making Phone Calls and Conference Calls To call a contact 1. In either the contact list or a conversation window, double-click on the telephone icon next to the contact s name. Note: If the phone icon next to a contact s name is red ( ), the contact is on another call. If you call them, you may reach their voic . 2. Your phone rings. 3. When you answer, the system places a call to the contact s current phone number. To call several people at once 1. From the main contact list, hold down the CTRL key while clicking on the names of the people you d like to call. If you are using a Macintosh, hold down the Shift key while clicking the names of the people you'd like to call. 2. Right-click and select Call from the menu. On a Macintosh, hold down the Control key while clicking, and then select Call. When you answer the phone, a call is placed to the phone number or user ID you entered. To add someone to an existing call 1. From the main contacts window, double-click on the phone icon next to the name of a person you want to call. The new person is added to the existing call. Sending Instant Messages To send an instant message 1. In either the main Contacts window or in a Conversation window, double-click the icon next to the name of the person you want. Note: If the icon is red ( messages. ), the contact is offline and cannot receive 2. In the Conversation window that opens, type your message in the bottom of the window. 3. Press Enter, or click Send. 3. Your phone rings. 4. When you answer, the system places calls, one by one, to all of the contacts that you selected. To call all contacts in a group 1. From the main contact list, click the name of a group to select all contacts in the group. 2. Right-click on the selected contacts and select Call. On a Macintosh, hold down the Control key while clicking. 3. Your phone rings. 4. When you answer, the system places calls, one by one, to all of the contacts in the group. To call someone who isn't on your contact list 1. At the bottom of the main contacts window, under I want to, enter a phone number or user ID next to Call this number. 2. Click Call, or press Enter. 4

5 To send an instant message to several people at once 1. You can select several people in your contact list in either of the following ways: Select all contacts a group by right-clicking on the group name. On a Macintosh, hold down the Control key while you click on a group name. Hold down the CTRL key while clicking on each contact's name, then right-click on the highlighted contacts. If you are using a Macintosh, hold down the Control key while clicking on the contact. 2. From the right-click menu, select Send Message. 3. In the Conversation window that opens, type your message in the bottom of the window. 4. Press Enter, or click Send. Note: At the end time, callers who are already in the conference call will not be disconnected. However, new callers will not be able to join the conference. 5. Select the conferencing options that you wish to use. 6. Click OK. Your conference will appear on the Scheduled Conferences tab: Turning an instant message into a phone call 1. To call a contact who is in an instant message conversation with you, doubleclick the phone icon next to his or her name in the Conversation window. To make a phone call, double-click the phone icon 2. Your phone rings. 3. When you answer the phone, a call will be placed to the contact. How to schedule a conference or request a reservationless conference? To set up a conference call: 1. On the main window, select Actions > Schedule a conference. 2. Enter a name for the conference. 3. Select whether you want a scheduled or reservationless conference. 4. Select when you want the conference to begin and end. 5

6 How to join a scheduled or reservationless conference call? There are several ways to join conferences that have been set up in advance. If you set up the conference: If you set up the conference call, it will appear on your Scheduled Conferences tab. You will not see conferences that were scheduled by other people. 1. Click on the Scheduled Conferences tab: 2. To join both the web conference and the audio conference, double-click on the phone icon next to the conference. Your current phone number will ring, and you will be transferred into the conference call. 3. To join the web conference (without joining the audio conference); doubleclick on the name of the conference. If someone else set up the conference: You will not see the conference on your Scheduled Conference tab. You may join a scheduled conference in any of the following ways: You may click on a URL in an message. If you are signed in to the system, the conversation window for the conference will open automatically. If you are not signed in to the system, you be asked to enter your name, and then you will be joined into the conference, either as a leader or a participant. If you were invited with a Microsoft Outlook appointment, the appointment form contains a link to the conference. From an Outlook appointment reminder, open the appointment and click on the link. How to invite people with Outlook appointment form for a scheduled or reservationless conference? 1. In the main window, click on the Schedule tab: 2. Right-click on a conference and select Invite Someone to this Conference. 3. Under Calendar Appointments, select whether you want the invitation to contain information for leaders, participants, or both. (See About Leaders and Participants for more information) 4. Depending on your browser and settings, you may have to click Open to open the appointment form. 5. The information needed to join the conference will appear in the Notes section of the appointment form. Note: if you use Microsoft Outlook to reschedule your meeting, your scheduled conference will not be updated automatically. You must also use Converged Conferencing to reschedule your conference. However, if you reschedule an Outlook appointment associated with a reservationless conference, you will not have to reschedule the conference. This is because a reservationless conference can be joined at any time over an extended period. 6

7 How to an invitation to a conference? To an invitation to a scheduled or reservationless conference: 1. In the main window, click on the Schedule tab: 2. Right-click on a conference and select Invite Someone to this Conference. 3. Under Invitations, select either Leaders... or Participants... (See About Leaders and Participants for more information) 4. An message will open containing the information needed to join the conference. To an invitation to an ongoing conference: 5. In the conversation window, under I want to..., click Invitations / View Dial-in Number. 6. At the bottom of the window that opens, click either Leaders or Participants. 7. An message will open containing the information needed to join the conference. How to invite people who don't have an account on Converged Conferencing You may invite anyone to a conference, even if they do not have a Converged Conferencing account. To do so, you will an invitation that contains: A link to the web conference. A dial-in number and access code for the audio conference. You will have to decide whether to invite the person as a leader or a participant. Leaders have more privileges than participants. If you wish, you may distribute the participant code to callers and keep the leader code private, to reduce the fraudulent use of the conferencing system. 7

8 Sharing Files with Others ShoreTel Converged Conferencing provides three ways of sharing files with other people in a conversation: Web presentation: You may upload Microsoft Word, Excel, and PowerPoint files, and then allow others to view them through a web browser. People who see the presentation will not be able to download it. Attachments: If you attach a file to a conversation, others can save the file on their computers. Files of any file format can be uploaded as attachments. Application sharing: Application sharing allows you to show other people an application that is running on your computer, such as a spreadsheet or a word processing file. When people are viewing your shared application, you can allow them to control the application. This would allow you and a colleague to edit a file together. 2. Click Upload. 3. Use the Browse button to select a file from your computer. Note: You may only present Microsoft Word, PowerPoint or Excel files. If you want to share other types of files, you may upload them as attachments, or you could show them to others using application sharing. 4. Select the Presentation radio button, and click OK. The file will be queued for conversion and upload, which may take some time (depending on the size of the file uploaded). To show your presentation to others in the conversation 1. Click Start Presentation in the IM panel. Working with Presentations To make a presentation 1. In the conversation window, open the Slides & Attachments panel on the right side of the screen Your conversation window expands so that you can see your presentation. This also automatically expands the conversation windows of the other people in the conversation. If you do not see your presentation, your file may not have finished converting into the ICS presentation format. If others do not see your presentation, ask them to click the View Presentation link in the IM panel.

9 To save an attachment to your computer After someone uploads an attachment, a link ("Right-click to save to your computer") appears in the instant message panel of the conversation window. 1. Right-click on the link and select Save Target As, or Save Link Target As... (depending on your browser). On a Macintosh, hold down the Control key while you click on the file name, and then select Save Link Target As Select the location where you would like to save the file, and click OK. Sharing an Application or Desktop Application sharing can be used to share either a single application that is running on your computer (such as a spreadsheet or a diagram), for co-browsing, or for remote control (sharing your entire desktop). When another person is viewing your shared application or desktop, you can pass them control and collaborate real-time. To share an application Note: To share applications, you must use a browser that allows ActiveX controls, such as Microsoft Internet Explorer 6.0. Uploading Attachments To attach a file to a conversation 1. In the conversation window, open the Slides & Attachments panel on the right side of the screen. 2. Click Upload ( ). 3. Use the Browse button to select a file from your computer. 4. Select the Attachment radio button, and click OK. 1. Start a conversation with the person or people with whom you want to collaborate. 2. In the conversation window, under I want to..., select Share an Application. 3. If you have not used application sharing before on your computer, you may see a window that asks you to accept the Application Sharing Components. Click Yes. 4. In the dialog box that appears, select the application that you want to share and click OK. 5. The application that you selected is outlined in red while it is being shared. 6. Use the application sharing toolbar to pause or stop sharing: After the file is uploaded, all participants see the resultant file in the Slides & Attachments panel. If the file does not appear, try clicking the Refresh ( ) icon. 9

10 How to request that participants join muted (Lecture Mode)? When this feature is enabled, callers who use a participant access code to dial in to a conference call will be muted as they join the conference. To view someone else's shared application Note: You must use a Java-enabled browser to view shared applications. 1. When someone in a conversation shares an application, a link that says View Shared Application appears in the IM panel of the conversation window. Click on this link. 2. You may have to wait a few minutes for the shared application to appear. If you see a dialog box that asks if you want to accept a Java applet, you must respond Yes. 3. If the person sharing an application stops sharing and then starts it again, you may have to click on the View Shared Application link again. If two people are sharing applications at the same time, you may select the person whose application you want to view: 1. Click on the Shared Applications tab. If you do not see the Shared Applications tab, select View, then Show Presentation. 2. From the dropdown menu in the upper right corner, select the person whose application you want to view. Note: This feature is only available for reservationless conferences or conference calls that are scheduled in advance. To request that participants join muted: 1. Click on the Schedule tab: 2. Open the Schedule a Conference form: 3. For a new conference: Under I want to..., select Schedule a Conference. 4. For a previously scheduled conference: Right-click on the conference, then select Reschedule or Change Other Details 5. Under Options, select the Lecture Mode (participants join muted) checkbox. 6. Click OK. To mute or un-mute your line using touchtone controls: 7. During the conference call, press the pound key twice (##). 8. Press 1 to mute or un-mute your line. 9. You will hear two (mute) or three (un-mute) tones, then you will automatically be returned to the conference. Copyright 2005 ShoreTel. All Rights Reserved. 10

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