Audio and Web Conferencing quick start guide

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1 Audio and Web Conferencing quick start guide Orange Business Services would like to thank you for using its Audio and Web Conferencing services the way to set up and schedule your conferences depends on the type of service you subscribed - look at your account information (welcome or welcome letter) and refer to one of the following options:. if your portal address to access the service is : you will find out more information to use the service in this guide. if your portal address to access the service is personalized with the name and logo of your company (example : you will find out more information in the assistance/support section of your web conferencing portal

2 summary A- how to organize an audio conference call? page B- connect to the portal and access your interface page 4 C- with Cisco Webex page 6. scheduling a web conference page 6. launch your web conference page 9. run your web conference page 4. Webex One-Click page D- with Microsoft Live Meeting page. scheduling a web conference page. launch your web conference page 9. run your web conference page E- some tips to manage your conference page 4. conference assistance. mute mode. dial an external number 4. volume 5. security 6. subconferencing 7. recording F- security page 5 G- support page 5

3 A- how to organize an audio conference call? scheduling an audio conference call schedule your conference by sending an which gives : - day and time of your meeting - access numbers - participant code (please find access numbers and participant code in your welcome ) write here your participant code :... NB : to schedule a conference with advanced options, connect to and log in using your personal information starting your audio conference call as a moderator, dial the toll or toll-free access number corresponding to your location. Then enter your conference moderator code followed by # (please find access numbers and moderator code in your welcome ) write here your moderator code :... your participants dial the toll or toll-free access number corresponding to their location and they enter the participant code you sent them you can now begin your audio conference call!

4 B- connect to the portal and access your interface sign in your Orange web portal : select your language sign in with your [client ID] and web [password] provided in the welcome you received write here your personal code : Web > client ID :... password :... 4

5 click on [manage your account] in the [services] drop-down menu depending on your web conferencing solution, click [Enhanced Web Conferencing] (Webex Cisco ) and go to section C (p.6), or click on [Microsoft Live Meeting] and go to section D (p.) then, click on [Start or Manage your Meetings] 5

6 C- with Cisco Webex. scheduling a web conference on the left, select the option [schedule a meeting] plan your conference (date and time ) enter a [meeting subject] and a [password] (optional) enter a date for the meeting schedule a time. -check the time zone 4 enter the meeting duration 4 6

7 to send your invitation, you have two possibilities: enter attendees address in the [attendees] section in order to provide them with all the connection instructions tick the box [send me a copy of the invitation] under the [attendees] section It is recommended to choose option. In this case, you will receive an invitation by that you will be able to customize and send directly to all attendees. activate Cisco Webex Audio Integration Cisco Webex Audio Integration is an option available for customers who requested option enablement. click on [change audio option] 7

8 tick the box [teleconferencing services] then click on [edit] specify the access number(s) ([call-in local number] toll; [call-in number] toll free) and the country code by clicking on [country code] Number format: (0)000 for US it just needs to be a 0-digit number like or please make sure that you have entered the correct number format otherwise, your account will not be recognized Note: only two numbers can be indicated. To communicate other access numbers to attendees, customize the invitation (see below). Local and toll free numbers are listed in the containing your personal information 4 enter the moderator and participant code, available in the then validate you should reach the page [schedule a meeting] 4 8

9 . launch your web conference follow step B (p. 4) to reach the Orange Cisco WebEx website click on [my meetings] in [schedule a meeting], then go to [all meetings] click on [join/start] 9

10 Note : you can launch a meeting without any reservation by clicking on [one click meeting] You can also invite participants directly from the web conferencing interface! 0

11 . run your web conference you will reach the page that allows you to share documents! control your audio conference activity : view the caller ID and deactivate/activate attendees microphone chat with your attendees during the session up to 6 webcams can be connected at once take annotation during your conference share your presentations, applications, documents, desktop, webpages, invite other attendees to join the conference running

12 4. WebEx One-Click WebEx One-Click allows you to start a meeting instantly from your desktop. It is a simple way to start and join meetings and send meeting invitations without logging in to your Orange WebEx service site. WebEx One-Click lets you start meetings instantly from the One-Click panel or from other applications, such as Microsoft Office, Internet Explorer, Firefox, Microsoft Outlook. Using this version requires that you download WebEx Productivity Tools : in the Orange Cisco WebEx service Web site, click [Enhanced Web Conferencing] > [Productivity Tools Setup] (on the left navigation bar) The Productivity Tools Setup page appears under On Your Desktop, click [Install Productivity Tools] The File Download dialog box appears. save the installation program to your computer 4 run the installation file and follow the instructions. Once you complete installation, log in using your account information and then verify your settings in the dialog box

13 D- with Microsoft Live Meeting. scheduling a web conference click on [schedule meeting] Note : at any time, you can click on [Help] to get Microsoft Live Meeting on-line support

14 set up your conference enter the attendees address, you must separate each address with ; enter presenters address with the same rule enter a [subject] (this field is mandatory) 4 select a [date] for the meeting and enter a [start and end time] for the meeting, make sure time zone is correct choose your audio conference options 5 tick the box [enable telephone conferencing] and click on [meeting options] 4 5 4

15 page is filled in by default, you may leave it this way then click on [Audio] 5

16 tick the box [enable telephone conferencing] enter your audio information available in your welcome with your passcodes : - enter [toll-free number] for the country in which most of the attendees are located and the area code and/or - enter [toll number] for the country in which most of the attendees are located and the area code Note: only two numbers can be indicated in this zone. To communicate more numbers with more location for your attendees, customize the invitation before sending it to participants. Access numbers list is available in your welcome . - enter [participant code] - enter [leader code] (moderator code) 4 5 click on [Set as default] click on [OK] 4 5 6

17 choose the sending mode: [send invitation using your client] : customize the invitation before sending it to attendees [send invitation using Microsoft Live Meeting]: send the invitation generated by Microsoft Live Meeting application without customization It is recommended to choose the latter option. In this case, you will receive an invitation by that you will be able to customize and send directly to all attendees. click on [send invitations] and access all the meeting details 7

18 you have now access to the meeting details to modify your meeting, click on [Update Meeting] 8

19 . launch your web conference If you did not schedule your web conference, go to section B (p.4) to know how to reach the the Microsoft Live Meeting homepage to launch your web conference : click on [meetings] in the [manage] section click on the meeting subject in which you want to attend 9

20 vous click êtes on maintenant [join as presenter] sur la plate-forme Microsoft Live Meeting : cliquer sur [organiser une réunion] à tout moment vous avez la possibilité de cliquer sur la rubrique [assistance] en haut à droite de votre écran, afin d accéder à l aide en ligne de Microsoft Live Meeting 0

21 click on [accept, install and join] Note: Microsoft Live Meeting needs to be installed at the first use only for presenters and attendees wait for the downloading to complete

22 interface is launching enter your address and company name to access Microsoft Live Meeting interface

23 . run your web conference you will reach the page that allows you to share documents! 4 access your audio Options answer to attendee s questions during Meeting control attendees list share applications, desktop, documents, whiteboard 4

24 E- some tips to manage your conference use these star controls from your keypad dialing from your phone. Two digit controls are only available for moderators. *. conference assistance * to hear a help menu *0 to reach an operator. mute mode *6 to mute or «un-mute» line *96 to mute all participant lines *97 to un-mute all participant lines. dial an external number *95 to call an external number and add attendees 4. volume *4 to increase conference volume *7 to decrease conference volume *5 to increase your voice volume *8 to decrease your voice volume 5. security * to turn Conference Security Code on/off *9 to hear a participant count *9 to hear a roll call of participants *9 to disconnect all participant lines *94 to lock or unlock conference 6. subconferencing * to activate subconferencing #-9 to join a subconference ## to go back to the main menu #0 the operator sends back all participants to the main menu 7. recording * to initiate record and playback * again to pause/stop the recording Microsoft Live Meeting interface language used by default is the one selected in your web navigator. To modify the language you must change it from your web navigator. go to [Tools] from your web navigator then go to [Internet options] click on [languages] in [general section] select the language and move it up 4

25 F- security tips don t forget : «security first» make sure your personal information for Orange Audio and Web Conferencing Services are kept in a safe place. on-demand security Orange Audio and Web Conferencing Services enable you to modify your security code in each meeting : the moderator chooses a unique code and inform its attendees the moderator activates the security mode by dialing *. Security code applies for an audio conference and is deleted after call termination G- support to get more assistance during your meeting, please dial *0 you will reach an operator and get support in realtime. Any participants can dial this shortcut to have assistance during conference if you need further help, please call your local support center (support centers phone numbers are avalaible in your welcome ) Enjoy your meetings with Orange Audio & Web Conferencing Services! 5

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