Ring Conference. User Guide

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1 Ring Conference User Guide Version 01/2015

2 QUICK GUIDE Ring Conference THE HOST AS THE CONFERENCE HOST You do not need pin codes with Elisa Ring Use short number 883 to dial-in to your own conference from your own Ring device. Start your audio conference from the Ring user interface Launch your web conference from the Ring user interface SEND INVITATIONS To invite participants to your conferences, you need to send them invite that includes date & time, phone number and the participant pin-code (passcode). The participant passcode can be found in the Welcome- . Att! Don t send your confidential moderator passcode to your participants. Free 0800-number is free for participants. All costs are charged from you as the host. Toll number means that participants pay normal call rate and only conference costs are charged from you as the host. For international conferences, ensure participants are notified of their local dial in numbers. The up to date list of international access numbers is available from the link in the Welcome- . INVITE PARTICIPANTS IN THE RING USER INTERFACE You do not need pin-codes with Elisa Ring. Place to my audio conference - Ring calls your contact and places him/her automatically in your conference Send invitation by - opens your mail client and places web link to your web conference. You just need to add information when you meeting will take place. There are more instructions on pages 4-5 how to invite participants to your conferences.

3 QUICK GUIDE Ring Conference A PARTICIPANT Welcome to the Ring Conference The meeting host has sent the invitation by . The invitation layout varies depending on which tool it has been sent, but there are always either phone number with pin code for audio conference or web link for web conference or both of them. JOINING TO AUDIO CONFERENCE 1. Dial to the number given in the invitation. 2. Enter the pin code given in the invitation. JOIN TO A WEB CONFERENCE Once logged into the web conference, a pop-up will invite you to select one of the following options to join the audio conference: Please call me: enter your country and phone number and click Call me I will dial in myself: select your country and join using the phone access number and PIN Code displayed on your screen I m already dialled in: If you have dialled into the conference, enter the synchronization code displayed to streamline your audio and web sessions to improve the accuracy of the participant list.

4 Ring Conference Send Invitations INVITE PARTICIPANTS You have four different ways to invite participants: 1. Outlook toolbar buttons in your Outlook 2. Ring-user interface 3. Conference service dashboard 4. Copy-Paste-method from the Welcome- (deliver phone number & pin-code) ATT! Don t send your confidential moderator code to participants. INVITE USING OUTLOOK Use the Outlook Invitation Toolbar to create an instant invitation pre-populated with phone access numbers, Participant PIN code and a one-click access link to the web conference Create calendar invitation normally and add conference details by clicking Add Conference Details button. INSTALL OUTLOOK-TOOLBAR the Outlook Invitation toolbar is by far the easiest and smartest way to send invitations and join conferences. Download it now from Elisa Conference Dashboard If your company does not authorize downloads, please contact your IS administrator. Setup the OUTLOOK Toolbar 1. The Outlook toolbar must be setup after the installation. You will need Web Login and PIN Code (=moderator code) which you can find in the Welcome- MOLBILE tool setup section. 2. Toolbar settings can be found in Conference-menu and Manage your accounts-button 3. Enter Web Login and Pin-code and press Add an account

5 Ring Conference Web Conference & Phone Touch-tone Controls THE HOST VIEW When you are logged in the web conference, you have three options to share your presentation: Your Entire Scree Some of Your Applications Documents as a Slideshow On the left there are tools to control your audio conference (see the next page) You can upload your document to the service (Document as a Slideshow) and present it as a slideshow. This does not require presenter plugin to be installed in your web browser. Sharing the screen / applications requires the presented plugin installation into your browser before the first sharing session. Starting the share at first time launches plugin installation. If your company policy denies application download and/or installation, please contact your administrator. TOUCH-TINE CONTROLS DURING YOUR CONFERENCE CONTROL YOUR CONFERENCE FROM YOUR PHONE KEYPAD Moderator control features : *0 Speak to an Operator *1 Mute/Un-mute your own line *2 Mute/Un-mute participant lines. (participants cannot use *1 to un-mute themselves) *3 Activate/deactivate tone on participant entry and exit *4 Lock/Unlock conference access *5 Mute participant lines (participants can press *1 to un-mute themselves) *6 Terminate call when moderator disconnects *7 Go to a sub-conference/return to main conference Participant control features: *0 Speak to an Operator *1 Mute/Un-mute your own line *#1 Terminate the conference *#2 Hear the number and/or names of participants *#5 Start/Stop recording *#6 Enter a billing code *0 Ask an operator to dial out to a new participant #0 Listen to the help menu #2 Personalize your conference welcome message #0 Listen to the help menu *7 Go to a sub-conference / Return to main conference

6 Ring Web Conference MODERATOR TOOLS Click to open audio conference join options Mute all participant lines or your own line Go to full screen mode or move the participants in full-screen mode Put all of the participants on hold and play the music on hold Chat with the moderators, presenters, or with all participants Transfer a file to participants Advanced moderator tools: Lock access to the conference Specify participants privileges LIST OF PARTICIPANTS When you hold the cursor on the name of the participant, you will see the following commands: Chat with a participants Transfer a file to a participant Rename a participant Promote a participant to a presenter Add a participant to your address book Terminate participant s connection to a conference You can go to advanced audio conference tools and look at the participants' phone numbers by clicking CONSOLE-button. You can return to the standard view by clicking the Back-button. RECORDING Click the Save button if you want to start a synchronized audio and web conferencing recording. You can see the bottom right corner of the flashing icon when the conference is being saved. You can pause or stop the recording at any time. Recording is Elisa Conference dashboard site You can download the recording in WMV or MP3 format, or share a link to it. CHAT Chat windows are at the bottom of the screen. You can have several chats open at the same time. Click on the top right gear icon to delete the chat, or save it as an HTML or text file. END THE MEETING Click End conference -text to end the conference. You can exit without ending the conference, or terminate the conference when all the participants will be disconnected.

7 Ring Conference Settings OWN SETTINGS AND SCHEDULED CONFERENCES Ring Conference settings are in the Elisa Conference dashboard, which is different than Ring user interface. To take advantage of all of Elisa Conference features, click the welcome message Set up your Elisa account link You will receive registration link to your inbox. Click the link and you can create a username & password to Elisa Conference dashboard. After clicking the link you will end up Account Registration Form-page. Here you set: Login ID: e.g. your address Password: create your own Elisa Conference dashboard After the registration, you can change the settings and make scheduled conference bookings:

8 Conference Dashboard DASHBOARD FUNCTIONALITIES Dashboard allows you to change the settings: Change the default settings Service reporting Scheduled meetings Download and share recordings Log in to the dashboard Log in with the username & password you set when registering and click the Enter -button. You can see all the available audio conference information in the dashboard. You have the following commands for each conference reservation: MORE OPTIONS = Drop down menu for more option LAUNCH WEB CONFERENCE = Start the web conference and enter in as the host ALTERNATE NUMBERS = List all available international dial-in numbers INVITE OTHERS = Opens client and creates new with conference details CALL ME = Start audio conference and let the system call you

9 Scheduled Conference SCHEDULED CONFERENCE To create a scheduled Web conference with one-time password click Create and select Passcode Conference. Enter the information for the conference: Conference Title Date Time Time zone Duration Expected number of participants* Web conference available/not available (Anywhere) Name record (on/off) Entry options (tone or name announcment) Exit options(tone or name announcement) Click Submit to confirm. * Service is always charged by the actual number of participants. You will get confirmation of the booking to your inbox. When you are done, remember to send invitations!

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