Unite Conferencing Connect Outlook Add-In. User Guide

Transcription

1 Unite Conferencing Connect Outlook Add-In User Guide Revised August 2013

2 Table of Contents This User Guide will assist you with understanding the features and functionality available in the Unite Conferencing Connect Outlook Add-In. OVERVIEW... 3 TERMINOLOGY... 4 SYSTEM & ACCOUNT REQUIREMENTS... 5 INSTALLATION... 6 SETUP... 6 CONFIGURE DEFAULT SETTINGS... 8 CONFERENCE CONNECT TOOLBAR & MEETING RIBBON... 9 SCHEDULE A MEETING CONNECT TO YOUR MEETING AS THE HOST CONNECT TO YOUR MEETING AS A PARTICIPANT HELP

3 OVERVIEW The Unite Conferencing Connect Outlook Add-In makes it easy to schedule and start audio and web conferences from Microsoft Outlook. The Add-In allows you to store audio and web conferencing subscription details in Outlook and automatically populate Meeting Requests with your meeting information. The Add-In also creates an integrated experience between your conferencing subscription and your Outlook Calendar to connect you and your Participants to a conference with one click. The Add-In is available to download free of charge. Key Benefits & Functionality Easily Schedule Meetings Automatically populate Outlook Meeting Requests with a click-to-join meeting link Customize the request for each meeting or use the default settings you create Include additional access numbers to invite Participants anywhere around the globe Simple Click-to-Join Audio and Web Conferences Chairpersons can connect instantly to conferences from the Conference Connect Toolbar or Microsoft Outlook Meeting Request Meeting Participants click-to-join from the Microsoft Outlook Meeting Request with no download or program needed Manage Multiple Subscriptions Store multiple subscriptions within Unite Conferencing Connect to easily create customized meeting templates What is Included in the User Guide This document will assist you with understanding the features and functionality available in the Unite Conferencing Connect Outlook Add-In. 3

4 TERMINOLOGY Conference Connect uses the terminology below to describe its audio and web conferencing service. It is helpful to understand these terms before reading this User Guide and using the service. Term Access Code Access Phone Number Button Definition A seven-digit number the Chairperson uses to access the conferencing services and Participants use to join a meeting. The phone number associated to a conferencing subscription that Chairpersons and Participants dial to join a conference. A user interface item that appears as a labeled button. For example: Chairperson Chairperson Passcode Conference Connect Meeting Ribbon The organizer/moderator of an audio or web conference. The Chairperson sets up and initiates meetings, and accesses all conferencing services by entering the Chairperson Passcode. A four to nine-digit number that the Chairperson uses to start an audio or web conference. The Conference Connect Meeting Ribbon appears in New Meeting Requests or Appointments. A Chairperson can connect to their conference or select the various options to customize individual Meeting Requests. Conference Connect Toolbar The Conference Connect Toolbar appears in your Mail and Calendar screens. A Chairperson can connect to their conference, schedule meetings with the Connect Outlook Add-In, modify their settings, connect to the conferencing portal or get help. Link A user interface item that appears as a link. For example: 4

5 Term Definition Meeting Meeting Ribbon Meeting Template Participant Setup Wizard Subscription Toolbar An audio or web conference. A toolbar within a Meeting Request. See Conference Connect Meeting Ribbon as an example. The audio and/or web conferencing details that are displayed in the Meeting Request. A person who attends an audio conference or web conference. An installation guide that helps a Chairperson through setting up the Conference Connect Outlook Add-In once it has been installed on a user s PC. Conferencing information consisting of the Access Phone Number, Access Code and Chairperson Passcode. A toolbar is a visual component that displays onscreen buttons, icons, menus or other input or output elements are placed. See the Conference Connect Toolbar as an example. SYSTEM & ACCOUNT REQUIREMENTS System Requirements You must have administrator rights on your computer to download the application The application supports: a. Microsoft Outlook 2007 and 2010 b. Windows XP, Windows Vista and Windows 7 (32 bit & 64 bit) Account Requirements In order to use the Conference Connect Outlook Add-In application, you must have an active audio conferencing subscription with the Dial-Out feature enabled and turned on. If you are uncertain about these requirements, please contact Unite Conferencing Support at: support@uniteconferencing.com. 5

6 INSTALLATION Your organization or conferencing service provider will issue you a link where you will download the Conference Connect Outlook Add-In. Please ensure you have the link ready to use during this installation process. 1. If you currently have the Conference Scheduler installed (pictured) you will need to uninstall the program before proceeding. See your Systems Administrator for help uninstalling, if necessary. 2. Close all instances of Microsoft Outlook you have open on your computer. 3. Click on the Conference Connect Outlook Add-In link provided to you by your organization or service provider. 4. Click Run when asked if you want to run or save the file. 5. Click Run again when asked if you are sure you want to run the software. 6. Once installed you will be prompted to go through the Setup Wizard. At this point you may proceed to the Setup section of this User Guide. If you have experience issues downloading the Conference Connect Outlook Add-In see the Help section of this User Guide. Please note the Conference Connect Outlook Add-In will only work with Microsoft Outlook 2007 or Microsoft Outlook SETUP Once the Conference Connect Outlook Add-In has been installed, you will need to go through a setup process so that the application can associate your conferencing account to your Outlook. The Setup Wizard will help you do this. It may pop up instantly after you have downloaded the Add-In or when you open Outlook after the installation process. 1. Step 1 provides a quick overview of the Conference Connect Outlook Add-In. Click Next to proceed with the setup. 6

7 2. Step 2 requires you enter your personal information. Once entered, click Next 3. Step 3 requires you enter your conference subscription information. If you do not know this information, contact your conference administrator or call Customer Care. Enter the Phone Number assigned to access your conference subscription. Enter the Access Code assigned to your conference subscription. Enter the current Chairperson Passcode for your conference subscription. If this is a new subscription, please ensure you have changed the temporary Chairperson Passcode initially assigned. Click Next. 4. Step 4 allows you to create a default list of dial-in phone numbers that will be displayed in your Meeting Requests. These numbers will be displayed in every request as a default but can be easily customized in an individual Meeting Request. To select a default set of dial-in phone numbers, click on Edit A list of available countries will be displayed (both toll and toll free) Check the check box next your selections Click OK to close the box Click Next to continue 5. Click on Finish in Step 5 to complete the setup and open Outlook. The Conference Connect Outlook Add-In is now integrated into your Microsoft Outlook toolbars. You can immediately begin using the functionality of the Conference Connect Outlook Add-In to easily create and start meetings. If the Conference Connect Toolbars do not appear, see the Help section of this User Guide. You may change your settings at any time using the Setup button located on the Conference Connect Toolbar. For assistance, use the Help button on the Conference Connect Toolbar or contact Unite Conferencing at: support@uniteconferencing.com. 7

8 CONFIGURE DEFAULT SETTINGS There are additional settings and functionality you can configure beyond what is established in the Setup Wizard. To access these settings click on the Setup button on the Conference Connect Toolbar. New Version Notification You can select to be notified when a new version of the Conference Connect Outlook Add-In is available. If selected, you will be prompted when a new version is available and have the option to download at that time. Default Meeting Options You can specify the amount of information you would like to include in your default Meeting Requests. Options include: No Conference No conferencing information will automatically populate in your Meeting Request. This is the default setting after installation. Audio & Web Audio and web conference information will automatically populate in your Meeting Request. Audio Audio conference information will automatically populate in your Meeting Request. Web Web conference information will automatically populate in your Meeting Request. Managing Accounts and Subscriptions You can create and manage multiple accounts within the Conference Connect Outlook Add-In. Each account can contain multiple subscriptions. Add or Delete New Accounts: 1. Click on Setup in the Conference Connect Toolbar. 2. Ensure Connect is selected in the menu tree. 8

9 3. Create a new account by clicking on Add. 4. A new account will appear in the menu tree. The default name will be First and Last Name. Enter the name of the new account and update the User Information. 5. If you want to delete this account, ensure you have selected it in the menu tree and click on Delete and then OK. Add or Delete New Subscriptions 1. Click on Setup in the Conference Connect Toolbar. 2. Select the account where you want to add a subscription. The default name for your account is My Account. Your personal information will be displayed. You can edit these fields and then click OK to save this account. 3. Create a new subscription by clicking Add. 4. Enter all of the appropriate subscription details. If you are not sure what to enter, refer to the Setup section in this User Guide. 5. Select Default if you would like to make this subscription the default for this account. Meeting requests will automatically populate with the default settings of this account. 6. If you want to delete this account, ensure you have selected it in the menu tree and click on Delete and then OK. CONFERENCE CONNECT TOOLBAR & MEETING RIBBON There are two places where the Conference Connect Outlook Add-In appears in Microsoft Outlook. It will appear as a toolbar and as part of the Meeting Ribbon selections when you open a Meeting Request or an Appointment in your Calendar. Conference Connect Toolbar The Conference Connect Toolbar will appear in your Mail and Calendar screens. Connect Connect to your conference instantly as the host 9

10 Schedule Meeting Schedule a meeting that already has your conferencing information populated in the Meeting Request Setup Configure your conference settings for Outlook. Make changes to your account, subscription or create new ones at any time My Portal Open your conferencing portal in a separate window to view and manage information specific to your conferencing subscription Help Get help for the Conference Connect Outlook Add-In Conference Connect Meeting Ribbon The Conference Connect Meeting Ribbon will appear in a New Meeting Request or Appointment Connect Connect to your conference instantly as the host Subscription Details Select different conferencing subscription details to use for a Meeting Request. You can also set up a different meeting template for the same subscription information Dial-In Numbers Customize the list of dial-in phone numbers to display in a specific Meeting Request Audio Add or remove audio conferencing information for a specific Meeting Request Web Add or remove web conferencing information for a specific Meeting Request SCHEDULE A MEETING Using Conference Connect Outlook Add-In makes scheduling meetings easy. Your conferencing details will automatically populate in your Meeting Request so your Participants can click-to-join both the audio and web conference. Anything saved in your default settings will automatically populate all Meeting Requests. Please see the Configure Default Settings section in this User Guide for more information. Meeting requests can be viewed by most mobile devices. 10

11 Create a Meeting Request To create a meeting request, click on Schedule Meeting in the Conference Connect Toolbar, or use any of the methods provided by Outlook to open a New Meeting Request from your File menu, New menu or directly from your Calendar space. Your default selections for your conferencing information will automatically populate if you have any selected. Below is a sample Meeting Request that includes audio and web conferencing information as well as additional audio dial-in numbers. The Participant has two options to join the conference. 1. A Participant can click Join Now and they will automatically be connected to the audio and web conference. The system will dial out to the Participant s location of choice and automatically log them into the web conference. For more details see the Connect to Your Conference as a Participant section of this user guide. 2. A Participant could also choose to use more traditional connection methods by manually dialing into the audio conference or clicking to Launch Web Conference. The dial-in numbers and access code you have chosen are displayed in the meeting invitation. The user can also look up additional local phone numbers. This will pull up a list of all numbers available based on your subscription. Customize Individual Meeting Requests In addition to using your default settings to populate your Meeting Requests, you may also customize the template information on a per-meeting basis. You can use the buttons on your Conference Connect Meeting Ribbon to edit the Subscription Details, Dial-In Numbers, Audio and Web information. You can also customize the Meeting Request content. 11

12 Subscription Details The Subscription Details button which will only appear if you have already created more than one conferencing subscription or template in your Setup allows you to choose other subscriptions or templates to populate information in your Meeting Request. If you have not yet created an alternative conferencing subscription but would like to, please see the Configure Default Settings section of this User Guide. 1. Click on the Subscription Details button. Your list of subscription templates will populate. 2. Select the subscription template you would like to use for your Meeting Request and click OK. 3. The Meeting Request will be updated to reflect your selection. Dial-In Numbers If you have chosen to display dial-in numbers as part of your default settings, they will automatically display in your Meeting Request. You can customize the list of dial-in phone numbers on a per-meeting basis if you wish. To change the numbers within an individual request: Audio 1. Click the Dial-In Numbers button from the Conference Connect Meeting Ribbon. You will see the default numbers listed in the window if you have any set. 2. Click on Edit. A list of available dial-in phone numbers will be displayed. Check or uncheck the boxes next to your selections you want for your request. Click OK. 3. Review your customized selections and click OK. Your request will automatically be updated with the selections you have made. The Audio button will allow you to toggle adding or removing your default audio subscription information in your Meeting Request. Both the Join Now link and the manual audio dial-in information will automatically update based on your selection. Web The Web button will allow you to toggle adding or removing Web Conference information in your Meeting Request. The information in the Meeting Request will update accordingly based on your selection. 12

13 Customize the Meeting Request Content You can easily add your own content and customize your Meeting Request around the information that is automatically populated by the Conference Connect Outlook Add-In. Below are a few recommendations for customizing your Meeting Request. If you are going to add any custom content, it is recommeded you add it above or below the Conference Connect Meeting Template If you need to modify the content within the Conference Connect Meeting Template, you may do so. However, if you have made changes and then click on any of the Conference Connect Meeting Ribbon buttons (Subscription Details, Dial-In Numbers, Audio or Web), the Add-In will over-write any custom content you have previously added within the meeting template, but not the content you added above or below the template. CONNECT TO YOUR MEETING AS THE HOST There are three options to connect to your meeting as a Chairperson using the Conference Connect Outlook Add-In: the Conference Connect Toolbar, the Conference Connect Meeting Ribbon and the Outlook Meeting Request. Connect To Your Meeting Using the Conference Connect Toolbar Click on the Connect button from the Conference Connect Toolbar. A new browser window will open. 2. Enter Your Name if it is not already populated. 3. Choose your connection option from the drop down menu.

14 a. Add new phone number If it is the first time you are using the Connect button to join your conference or if the phone you would like to use for the conference is not listed in the drop down menu, select Add a new phone number. b. Choose a country for the phone number you are about to enter. c. Enter a phone number in the New Phone Number field. d. Enter a description in the Description field for the phone number such as Mobile Phone. If you have enabled cookies on your computer, your phone numbers will be saved. 4. If needed, use the Conference Options menu to change your status for the conference from the Chairperson to a Participant, and to add or remove the Web Conference from your meeting. 5. Click Connect 6. Enter your Chairperson Passcode when prompted. 7. Once you have followed the steps above, the system will connect you to your conference. When you answer you will hear an automated message asking if you would like to join your conference. Follow the prompts to start your conference. 8. If your audio line has connected successfully, click on Received Call. You also have the option to have the system Retry the connection or Change Phone numbers. If you have selected Received Call the system will automatically connect you to the web conference if one is scheduled. It may be necessary to provide additional registration information depending on the settings for the web conference. Connect To Your Meeting Using the Conference Connect Ribbon 14

15 1. Click on the Connect button from the Conference Connect Toolbar. A new browser window will open. 2. Enter Your Name if it is not already populated. 3. Choose your connection option from the drop down menu. a. Add new phone number If it is the first time you are using the Connect button to join your conference or if the phone you would like to use for the conference is not listed in the drop down menu, select Add a new phone number. b. Choose a country for the phone number you are about to enter. c. Enter a phone number in the New Phone Number field. d. Enter a description in the Description field for the phone number such as Mobile Phone. If you have enabled cookies on your computer, your phone numbers will be saved. 4. If needed, use the Conference Options menu to change your status for the conference from the Chairperson to a Participant, and to add or remove the Web Conference from your meeting. 5. Click Connect 6. Enter your Chairperson Passcode when prompted. 7. Once you have followed the steps above, the system will connect you to your conference. When you answer you will hear an automated message asking if you would like to join your conference. Follow the prompts to start your conference. 8. If your audio line has connected successfully, click on Received Call. You also have the option to have the system Retry the connection or Change Phone numbers. If you have selected Received Call the system will automatically connect you to the web conference if one is scheduled. It may be necessary to provide additional registration information depending on the settings for the web conference. Connect to Your Meeting Using the Meeting Request You can connect to your conference manually by using the Audio Dial Information listed, provided you as the Chairperson have included this information in your Meeting Request. 15

16 1. Dial the number listed for your country. If your country s number is not listed, find a local number using the Find local number(s) link provided in the Meeting Request. 2. Enter the Access Code and Chairperson Passcode when prompted 3. Follow the prompts until you are placed in your conference. Note: If a Web Conference is scheduled for your meeting, the Launch Web Conference link will connect you as a Participant only, not as the Chairperson. To connect to your Web Conference as the Chairperson, use the Web Conference link that is provided by your organization or service provider. CONNECT TO YOUR MEETING AS A PARTICIPANT There are two options to connect to your meeting as a Participant using the Conference Connect Outlook Add-In: the Join Now link, and the Outlook Meeting Request. Connect to Your Meeting Using the Join Now Link 1. Click the Join Now link to automatically be connected to the audio and web conference. A new browser window will open. If a new window does not open, you can copy and paste the URL provided in the Meeting Request into a web browser. 2. Enter Your Name if it is not already populated. 3. Choose your connection option from the drop down menu. a. Add new phone number If it is the first time you are using the Connect button to join your conference or if the phone you would like to use for the conference is not listed in the drop down menu, select Add a new phone number. b. Choose a country for the phone number you are about to enter. 16

17 c. Enter a phone number in the New Phone Number field. d. Enter a description in the Description field for the phone number such as Mobile Phone. If you have enabled cookies on your computer, your phone numbers will be saved. 4. If needed, use the Conference Options menu to change your status for the conference from a Participant to the Chairperson, and to add or remove the Web Conference from your meeting. 5. Click Connect 6. Enter your Chairperson Passcode when prompted. 7. Once you have followed the steps above, the system will connect you to your conference. When you answer you will hear an automated message asking if you would like to join your conference. Follow the prompts to start your conference. 8. If your audio line has connected successfully, click on Received Call. You also have the option to have the system Retry the connection or Change Phone numbers. If you have selected Received Call the system will automatically connect you to the web conference if one is scheduled. It may be necessary to provide additional registration information depending on the settings for the web conference. Connect to Your Meeting Using the Meeting Request You can connect to your conference manually by using the Audio Dial Information listed in the Meeting Request, provided the conference Chairperson includes this information to you. 1. Dial the number listed for your country. If your country s number is not listed, find a local number using the Find local number(s) link provided in the Meeting Request. 2. Enter the Access Code which can be found in the Meeting Request. 3. Follow the prompts until you are placed in your conference. 4. If a Web Conference is scheduled for your meeting, click the Launch Web Conference link. 17

18 HELP Help with Installation and Version Updates When installing the Conference Connect Outlook Add-In you must have all instances of Microsoft Outlook closed. You must download the Conference Connect Outlook Add-In on each computer that you wish to see use it. If you have more than one User Profile on your computer and you wish to use the application for each profile, then you must download the Conference Connect Outlook Add-In application for each profile on your computer. Ensure you have selected Received Notifications within the Setup menu to be notified when a few version of the Conference Connect Outlook Add-In is available. Help with Connecting To Your Conference If you are having trouble connecting to your conference using the Join Now link in the Meeting Request, copy and paste the URL provided in the Meeting Request into a web browser. If the Conference Connect Outlook Add-In is having trouble connecting you to your conference, check to ensure the phone number you entered in the New Phone Number field for your device is accurate. The Conference Connect Outlook Add-In will display on your phone with a 10-digit North American phone number which may be different than your particular area code. Please ensure your device settings allow for incoming phone calls from numbers that are not stored in your contacts. You can connect to your conference manually by using the Audio Dial Information listed in the Meeting Request, provided the conference Chairperson includes this information to you. Help with the Conference Connect Outlook Toolbar and Meeting Ribbon If the Conference Connect Outlook Add-In has stopped working or no longer appears on your Toolbar or Ribbon, close Outlook and then re-open it. If the Conference Connect Outlook Add- In still does not work or does not appear, uninstall and then reinstall the latest version. If the Subscription button is missing from the Conference Connect Toolbar, please note that it will only appear if you have already created more than one conferencing subscription or template in your Setup. If you have not yet created an alternative conferencing subscription but would like to, please see the Configure Default Settings section of this User Guide. Support Please contact Unite Conferencing Support Team if you are experiencing issues or have questions about the Unite Conferencing Connect Outlook Add-In. 18