Strata Meeting Audio and Web Conferencing Moderator User Guide

Transcription

1 TOSHIBA Telecommunication Systems Division Title Page Strata Meeting Audio and Web Conferencing Moderator User Guide January 2011

2 Publication Information Toshiba America Information Systems, Inc. Telecommunication Systems Division Publication Information Toshiba America Information Systems, Inc., Telecommunication Systems Division, reserves the right, without prior notice, to revise this information publication for any reason, including, but not limited to, utilization of new advances in the state of technical arts or to simply change the design of this document. Further, Toshiba America Information Systems, Inc., Telecommunication Systems Division, also reserves the right, without prior notice, to make such changes in equipment design or components as engineering or manufacturing methods may warrant. CIX-UG-SMTG-VB Version B, January 2011 Our mission to publish accurate, complete and user accessible documentation. At the time of printing the information in this document was as accurate and current as was reasonably possible. However, in the time required to print and distribute this manual additions, corrections or other changes may have been made. To view the latest version of this or other documents refer to the Toshiba FYI web site. Toshiba America Information Systems shall not be liable for any commercial losses, loss of revenues or profits, loss of goodwill, inconvenience, or exemplary, special, incidental, indirect or consequential damages whatsoever, or claims of third parties, regardless of the form of any claim that may result from the use of this document. THE SPECIFICATIONS AND INFORMATION PROVIDED HEREIN ARE FOR INFORMATIONAL PURPOSES ONLY AND ARE NOT A WARRANTY OF ACTUAL PERFORMANCE, WHETHER EXPRESSED OR IMPLIED. THE SPECIFICATIONS AND INFORMATION ARE SUBJECT TO CHANGE WITHOUT NOTICE. ACTUAL PERFORMANCE MAY VARY BASED ON INDIVIDUAL CONFIGURATIONS, USE OF COLLATERAL EQUIPMENT, OR OTHER FACTORS. Copyright 2010 This document is copyrighted by Toshiba America Information Systems, Inc. with all rights reserved. Under the copyright laws, this document cannot be reproduced in any form or by any means graphic, electronic, or mechanical, including recording, taping, photocopying, without prior written permission of Toshiba. No patent liability is assumed, however, with respect to the use of the information contained herein. Trademarks Strata, SD (Secure Digital) and CIX are registered trademarks of Toshiba Corporation. Stratagy, emanager, My Phone Manager and Info Manager are registered trademarks of Toshiba America Information Systems, Inc. Windows and Microsoft are registered trademarks of Microsoft. Trademarks, registered trademarks, and service marks are the property of their respective owners.

3 FCC Requirements Means of Connection: The Federal Communications Commission (FCC) has established rules which permit the Strata CIX system to be connected directly to the telephone network. Connection points are provided by the telephone company connections for this type of customer-provided equipment will not be provided on coin lines. Connections to party lines are subject to state tariffs. Incidence of Harm: If the system is malfunctioning, it may also be disrupting the telephone network. The system should be disconnected until the problem can be determined and repaired. If this is not done, the telephone company may temporarily disconnect service. If possible, they will notify you in advance, but, if advance notice is not practical, you will be notified as soon as possible. You will be informed of your right to file a complaint with the FCC. Service or Repair: For service or repair, contact your local Toshiba telecommunications distributor. To obtain the nearest Toshiba telecommunications distributor in your area, log onto pages/support_dealerlocator.html or call (800) and ask for a Toshiba Telecom Dealer. Radio Frequency Interference Warning: This equipment generates, uses, and can radiate radio frequency energy and if not installed and used in accordance with the manufacturer s instruction manual, may cause interference to radio communications. It has been tested and found to comply with the limits for a Class A computing device pursuant to Subpart J of Part 15 of FCC Rules, which are designed to provide reasonable protection against such interference when operated in a commercial environment. Operation of this equipment in a residential area is likely to cause interference, in which case, the user, at his/her own expense, will be required to take whatever measures may be required to correct the interference.

4 TOSHIBA AMERICA INFORMATION SYSTEMS, INC. ( TAIS ) Telecommunication Systems Division License Agreement IMPORTANT: THIS LICENSE AGREEMENT ( AGREEMENT ) IS A LEGAL AGREEMENT BETWEEN YOU ( YOU ) AND TAIS. CAREFULLY READ THIS LICENSE AGREEMENT. USE OF ANY SOFTWARE OR ANY RELATED INFORMATION (COLLECTIVELY, SOFTWARE ) INSTALLED ON OR SHIPPED WITH A TAIS DIGITAL SOLUTIONS PRODUCT OR OTHERWISE MADE AVAILABLE TO YOU BY TAIS IN WHATEVER FORM OR MEDIA, WILL CONSTITUTE YOUR ACCEPTANCE OF THESE TERMS, UNLESS SEPARATE TERMS ARE PROVIDED BY THE SOFTWARE SUPPLIER. IF YOU DO NOT AGREE WITH THE TERMS OF THIS LICENSE AGREEMENT, DO NOT INSTALL, COPY OR USE THE SOFTWARE AND PROMPTLY RETURN IT TO THE LOCATION FROM WHICH YOU OBTAINED IT IN ACCORDANCE WITH APPLICABLE RETURN POLICIES. EXCEPT AS OTHERWISE AUTHORIZED IN WRITING BY TAIS, THIS SOFTWARE IS LICENSED FOR DISTRIBUTION THROUGH TAIS AUTHORIZED CHANNELS ONLY TO END-USERS PURSUANT TO THIS LICENSE AGREEMENT. 1. License Grant. The Software is not sold; it is licensed upon payment of applicable charges. TAIS grants to you a personal, non-transferable and non-exclusive right to use the copy of the Software provided under this License Agreement. You agree you will not copy the Software except as necessary to use it on one TAIS system at a time at one location. Modifying, translating, renting, copying, distributing, printing, sublicensing, transferring or assigning all or part of the Software, or any rights granted hereunder, to any other persons and removing any proprietary notices, labels or marks from the Software is strictly prohibited except as permitted by applicable law; you agree violation of such restrictions will cause irreparable harm to TAIS and provide grounds for injunctive relief, without notice, against you or any other person in possession of the Software. You and any other person whose possession of the software violates this License Agreement shall promptly surrender possession of the Software to TAIS, upon demand. Furthermore, you hereby agree not to create derivative works based on the Software. TAIS reserves the right to terminate this license and to immediately repossess the software in the event that you or any other person violates this License Agreement. Execution of the Software for any additional capabilities require a valid run-time license. 2. Intellectual Property. You acknowledge that no title to the intellectual property in the Software is transferred to you. You further acknowledge that title and full ownership rights to the Software will remain the exclusive property of TAIS and/or its suppliers, and you will not acquire any rights to the Software, except the license expressly set forth above. You will not remove or change any proprietary notices contained in or on the Software. The Software is protected under US patent, copyright, trade secret, and/or other proprietary laws, as well as international treaties. Any transfer, use, or copying of the software in violation of the License Agreement constitutes copyright infringement. You are hereby on notice that any transfer, use, or copying of the Software in violation of this License Agreement constitutes a willful infringement of copyright. 3. No Reverse Engineering. You agree that you will not attempt, and if you employ employees or engage contractors, you will use your best efforts to prevent your employees and contractors from attempting to reverse compile, reverse engineer, modify, translate or disassemble the Software in whole or in part. Any failure to comply with the above or any other terms and conditions contained herein will result in the automatic termination of this license and the reversion of the rights granted hereunder back to TAIS. 4. Limited Warranty. THE SOFTWARE IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, TAIS AND ITS SUPPLIERS DISCLAIM ALL WARRANTIES WITH REGARD TO THE SOFTWARE, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE WARRANTY OF NON-INFRINGEMENT OF THIRD PARTY RIGHTS, THE WARRANTY OF YEAR 2000 COMPLIANCE, AND THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU. NEITHER TAIS NOR ITS SUPPLIERS WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE WILL MEET YOUR REQUIREMENTS OR THAT THE OPERATION OF THE SOFTWARE WILL BE UNINTERRUPTED OR ERROR-FREE. HOWEVER, TAIS WARRANTS THAT ANY MEDIA ON WHICH THE SOFTWARE IS FURNISHED IS FREE FROM DEFECTS IN MATERIAL AND WORKMANSHIP UNDER NORMAL USE FOR A PERIOD OF NINETY (90) DAYS FROM THE DATE OF DELIVERY TO YOU. 5. Limitation Of Liability. TAIS ENTIRE LIABILITY AND YOUR SOLE AND EXCLUSIVE REMEDY UNDER THIS LICENSE AGREEMENT SHALL BE AT TAIS OPTION REPLACEMENT OF THE MEDIA OR REFUND OF THE PRICE PAID. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, SPECIAL, INCIDENTAL OR INDIRECT DAMAGES FOR PERSONAL INJURY, LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION/DATA, OR ANY OTHER PECUNIARY LOSS OF ANY KIND ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE, EVEN IF TAIS OR ITS SUPPLIER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN NO EVENT SHALL TAIS OR ITS SUPPLIERS BE LIABLE FOR ANY CLAIM BY A THIRD PARTY. 6. State/Jurisdiction Laws. SOME STATES/JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES OR LIMITATIONS ON HOW LONG AN IMPLIED WARRANTY MAY LAST, OR THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO SUCH LIMITATIONS OR EXCLUSIONS MAY NOT APPLY TO YOU. THIS LIMITED WARRANTY GIVES YOU SPECIFIC RIGHTS AND YOU MAY ALSO HAVE OTHER RIGHTS WHICH VARY FROM STATE/JURISDICTION TO STATE/JURISDICTION. 7. Export Laws. This License Agreement involves products and/or technical data that may be controlled under the United States Export Administration Regulations and may be subject to the approval of the United States Department of Commerce prior to export. Any export, directly or indirectly, in contravention of the United States Export Administration Regulations, or any other applicable law, regulation or order, is prohibited. 8. Governing Law. This License Agreement will be governed by the laws of the State of California, United States of America, excluding its conflict of law provisions. 9. United States Government Restricted Rights. The Software is provided with Restricted Rights. The Software and other materials provided hereunder constitute Commercial Computer Software and Software Documentation and Technical Data related to Commercial Items. Consistent with F.A.R and they are licensed to the U.S. Government under, and the U.S. Government s rights therein are restricted pursuant to, the vendor s commercial license. 10. Severability. If any provision of this License Agreement shall be held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions hereof shall not in any way be affected or impaired. 11. No Waiver. No waiver of any breach of any provision of this License Agreement shall constitute a waiver of any prior, concurrent or subsequent breach of the same or any other provisions hereof, and no waiver shall be effective unless made in writing and signed by an authorized representative of the waiving party. 12. Supplier Software. The Software may include certain software provided by TAIS suppliers. In such event, you agree that such supplier may be designated by TAIS as a third party beneficiary of TAIS with rights to enforce the Agreement with respect to supplier s software. YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AGREEMENT AND THAT YOU UNDERSTAND ITS PROVISIONS. YOU AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. YOU FURTHER AGREE THAT THIS LICENSE AGREEMENT CONTAINS THE COMPLETE AND EXCLUSIVE AGREEMENT BETWEEN YOU AND TAIS AND SUPERSEDES ANY PROPOSAL OR PRIOR AGREEMENT, ORAL OR WRITTEN, OR ANY OTHER COMMUNICATION RELATING TO THE SUBJECT MATTER OF THIS LICENSE AGREEMENT. Toshiba America Information Systems, Inc. Telecommunication Systems Division 9740 Irvine Boulevard Irvine, California United States of America 5932 DSD

5 T Toshiba America Information Systems, Inc. Telecommunication Systems Division End-User Limited Warranty Toshiba America Information Systems, Inc., ( TAIS ) warrants that this telephone equipment manufactured by Toshiba (except for fuses, lamps, and other consumables) will, upon delivery by TAIS or an authorized TAIS dealer to a retail customer in new condition, be free from defects in material and workmanship for twenty-four (24) months after delivery, except as otherwise provided by TAIS in the TAIS warranty accompanying the products or posted on TAIS s website. Products which are not manufactured by Toshiba but are purchased from Toshiba, will be subject to the warranty provisions provided by the equipment manufacturer, unless TAIS notifies the end-user of any additional warranty provisions in writing. This warranty is void (a) if the equipment is used under other than normal use and maintenance conditions, (b) if the equipment is modified or altered, unless the modification or alteration is expressly authorized by TAIS, (c) if the equipment is subject to abuse, neglect, lightning, electrical fault, or accident, (d) if the equipment is repaired by someone other than TAIS or an authorized TAIS dealer, (e) if the equipment s serial number is defaced or missing, or (f) if the equipment is installed or used in combination or in assembly with products not supplied by TAIS and which are not compatible or are of inferior quality, design, or performance. The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect to the equipment, is the repair or replacement of such defective or missing parts as are causing the malfunction by TAIS or its authorized dealer with new or refurbished parts (at their option). If TAIS or one of its authorized dealers does not replace or repair such parts, the retail customer s sole remedy will be a refund of the price charged by TAIS to its dealers for such parts as are proven to be defective, and which are returned to TAIS through one of its authorized dealers within the warranty period and no later than thirty (30) days after such malfunction, whichever first occurs. Under no circumstances will the retail customer or any user or dealer or other person be entitled to any direct, special, indirect, consequential, or exemplary damages, for breach of contract, tort, or otherwise. Under no circumstances will any such person be entitled to any sum greater than the purchase price paid for the item of equipment that is malfunctioning. To obtain service under this warranty, the retail customer must bring the malfunction of the machine to the attention of one of TAIS authorized dealers within the applicable warranty period and no later than thirty (30) days after such malfunction, whichever first occurs. Failure to bring the malfunction to the attention of an authorized TAIS dealer within the prescribed time results in the customer being not entitled to warranty service. THERE ARE NO OTHER WARRANTIES FROM EITHER TOSHIBA AMERICA INFORMATION SYSTEMS, INC., OR TOSHIBA CORPORATION WHICH EXTEND BEYOND THE FACE OF THIS WARRANTY. ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND FITNESS FOR USE, ARE EXCLUDED. No TAIS dealer and no person other than an officer of TAIS may extend or modify this warranty. No such modification or extension is effective unless it is in writing and signed by the Vice President and General Manager, Telecommunication Systems Division.

6 WARRANTIES FOR NON-TOSHIBA BRANDED THIRD PARTY PRODUCTS A valuable element of Toshiba s product strategy is to offer our customers a complete product portfolio. To provide this value to our customers at the most optimal prices, we offer both Toshiba-branded and thirdparty manufactured products that support our Toshiba Strata CIX product portfolio. Similar to other resellers of software, hardware and peripherals, these third-party manufactured products carry warranties independent of our Toshiba limited warranty provided with our Toshiba-branded products. Customers should note that third-party manufacturer warranties vary from product to product and are covered by the warranties provided through the original manufacturer and passed on intact to the purchaser by Toshiba. Customers should consult their product documentation for third-party warranty information specific to thirdparty products. More information may also be available in some cases from the manufacturer s public website. While Toshiba offers a wide selection of software, hardware and peripheral products, we do not specifically test or guarantee that the third-party products we offer work under every configuration with any or all of the various models of the Toshiba Strata CIX. Toshiba does not endorse, warrant nor assume any liability in connection with such third party products or services. If you have questions about compatibility, we recommend and encourage you to contact the third-party software, hardware and peripheral product manufacturer directly.

7 Contents Introduction Organization... iii Conventions... iv Related Documents/Media... iv Chapter 1 Overview Audio and Web Conferencing... 1 Features... 1 Logging On... 2 Using the Home Page... 3 The Home Page...3 Chapter 2 Creating Users Working with Users... 5 The Defined Users Page...5 The Add User Page...6 Edit User Personal Information...7 Chapter 3 Using Conferences Defined Conferences Page... 9 Add Conference Page The Edit Conference Page Inviting Users to Your Conference Accepting an Invitation Chapter 4 Conducting Audio Conferences Joining a Conference Controlling Your Conferences Via The Phone Mute and Unmute...22 Start and Stop Recording...22 Lock and Unlock a Conference...22 Disconnect a Conference...22 Collecting Votes Viewing the Voting Results...23 Viewing the End of Conference Summary Report Chapter 5 Conducting Web Conferences Starting a Web Conference Joining a Web Conference Performing the Web Meeting Startup Check Understanding the Web Meeting Interface Strata Meeting UG January, 2011 TOSHIBA i

8 Contents Chapter 6 RealView The Web Meeting Page...28 Installing Screencaster Sharing Your Desktop Sharing the Whiteboard Whiteboard Navigation Sharing Documents Document Navigation The Documents Menu Using the Annotation and Presentation Tools Public Chat Using the Participants List Inviting Additional Participants Managing Participant Private Chat Permissions Chatting Privately with a Participant...40 Changing Presentation Control Setting Your Display Name and Mood Removing a Participant from the Meeting Extending a Meeting Using the Administrative Tools The Web Meeting Settings...44 The Meeting Details...45 Feedback...45 About Leaving or Ending the Meeting Chapter 6 RealView Viewing Real Time Activity The RealView Page Show Active Tab...47 RealView Page Audio Conference Tab...48 Controlling Conferences with RealView Muting Participants Using RealView...51 Disconnecting Participants using RealView...51 Recording Conferences Using RealView...51 Locking Conferences Using RealView...51 Transferring One Conference Participant Using RealView...52 Transferring All Conference Participants Using RealView...53 Chapter 7 Reports Viewing Service Reports The Service Reports Page...55 Listening to a Recorded Conference Viewing Report Details...56 Viewing a Conference Log Chapter 8 Managing Your Profile Managing Your Profile The Edit Moderator Profile Page...59 Chapter 9 Online Help Viewing Specific Online Help Viewing Comprehensive Online Help ii TOSHIBA Strata Meeting UG January, 2011

9 Introduction This guide describes the capabilities and procedures for Strata Meeting on the LUCA-2 (Linux Unified Communication Appliance). This guide can be used in conjunction with online help when Strata Meeting. Organization This guide is divided as follows: Chapter 1 Overview discusses audio and web conferencing, features, logging on and using the Home page. Chapter 2 Creating Users contains procedures on setting up users. Chapter 3 Using Conferences contains procedures on controlling conference, adding and editing conference pages, inviting users to a conference, and on accepting the invitation. Chapter 4 Conducting Audio Conferences describes controlling conferences using the telephone controls or by using RealView. Chapter 5 Conducting Web Conferences contains instructions on starting a web confrerence, joining a web conference, performing a web meeting, installing Screencaster, sharing the desktop, whiteboard navigation, sharing documents, etc. Chapter 6 RealView explains how to use RealView features to see the status of incoming callers. Chapter 7 Reports contains information on using reporting tools and functions. Chapter 8 Managing Your Profile contains procedures on editing the Moderator Profile page. Chapter 9 Online Help discusses how to use the Strata Meeting online help. Important! This document may contain references to features that are for future implementation. Strata Meeting UG January, 2011 TOSHIBA iii

10 Conventions Conventions Note Important! Extension Number Arial bold Courier Type Press Plus (+) Tilde (~) See Figure 10 Related Documents/Media Description Elaborates specific items or references other information. Within some tables, general notes apply to the entire table and numbered notes apply to specific items. Calls attention to important instructions or information. Press to answer a call to the Extension Number. Each station can have multiple extension buttons. Incoming calls ring the extension button(s) from the top down. For example, station 10's extensions ring 10-1 first, then 10-2, 10-3, and A station is considered busy when all extensions are being used. Note The naming convention for DKT assignments within Toshiba is Directory Numbers. For clarity and ease of understanding, the terms Extension Number and Phantom Extension Number will be used in this document in lieu of PDN and PhDN. Represents telephone buttons. Shows a computer keyboard entry or screen display. Indicates entry of a string of text. Indicates entry of a single key. For example: Type prog then press Enter. Shows a multiple PC keyboard or phone button entry. Entries without spaces between them show a simultaneous entry. Example: Esc+Enter. Entries with spaces between them show a sequential entry. Example: # + 5. Means through. Example: 350~640 Hz frequency range. Denotes a procedure. Denotes the step in a one-step procedure. Grey words within the printed text denote cross-references. In the electronic version of this document (Library CD-ROM), crossreferences appear in blue hypertext. Note: Some documents listed here may appear in different versions on the Toshiba FYI site or in print. To find the most current version, check the version/date in the Publication Information on the back of the document s title page. The following are related documents for Strata Meeting. Strata Meeting Installation and Administration Manual iv TOSHIBA Strata Meeting UG January, 2011

11 Overview 1 The Strata Meeting application supports audio and web conferencing. Audio and Web Conferencing This User Guide explains the features and procedures for the use of the audio and web conferencing applications: The audio and web conferencing applications include the following conference types: Reservation-less Meet Me conference Reservation based Meet Me conference Dialed Number based conference Recurring conference Features The features of the audio conference services include: Web portal and phone based in-conference controls Integrated scheduling with Microsoft Outlook Dynamic Port allocation per conference for audio participants Loudest Talker display on web portal Conference specific entry tones Conference Recording and replay Participant transfer between conferences Merging of conferences via web portal Integrated web conferencing, desktop sharing, presentation sharing and white-boarding (optional application sold separately) Detailed call logs via web portal End of session summary usage report The additional features of the web conference services include: Ability to display web conference in full screen Ability to select an entry and exit screen Ability to share/swap control of desktop with participants Ability to annotate Power Point or PDF documents in a collaborative environment Ability to annotate whiteboard in a collaborative environment Public and private chat available Moderator can turn annotation tools on or off Strata Meeting UG January, 2011 TOSHIBA 1

12 Overview The system ships with a web-accessible, graphical user interface. A personal computer connected to the company s LAN or the Internet can be used to launch the user interface. Logging On 1. Access the user interface through a standard web browser (Internet Explorer 5.0 or higher). 2. Type the server s IP address in your browser s URL (Universal Resource Locator) field. The system displays the Log in page, shown below. Note: The user interface has two distinct areas: the Admin Area and the Moderator Area. The User ID and Password entered determine which area you enter. 1. Enter the User ID and Password provided by your System Administrator. 2. Select Log in. The system displays The Home Page. 2 TOSHIBA Strata Meeting UG January, 2011

13 Overview Using the Home Page The Home Page The Home page provides access to the functions for all of your licensed applications. The Home page allows you to access the other screens, such as managing your profile and creating conferences. Select an item from the Moderator Menu or the associated graphical links to open that page. A sample Home page is shown below. Your home page may differ, depending on which applications you have purchased. Strata Meeting UG January, 2011 TOSHIBA 3

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15 Creating Users 2 This chapter explains how to set up your users. Working with Users If you set up your users, the system displays the user s name on the RealView page for your active conferences. The Defined Users Page The Defined Users page lists any users you have previously defined. To add users or edit user information, select Users from the Moderator Menu or the Users link on the Home page. The system displays the Defined Users page, shown below. Strata Meeting UG January, 2011 TOSHIBA 5

16 Creating Users The system displays the following information related to the users: A system-generated number for the user The name of the user A link to edit the user s personal information A link to edit the user s group membership A link to delete the user 1. To add a new user, select Add to open The Add User Page. 2. To edit an existing user s information, select Personal Info: Edit to open The Edit User Personal Information Page for the selected user. 3. To delete an existing user, check the Delete box next to the user s name and select Delete. The previous, next, and page numbers at the bottom allow you to navigate to different pages in the list of users. The Add User Page The Add User page allows you to enter user personal and contact information. 1. To open the Add User page, go to the Defined Users page and select Add. The system displays the Add User page, shown below. 2. Enter the user s personal and contact information. Required information includes: Either a first name and/or last name At least one phone number or /sms/pager address Note: Pager addresses must follow this format: phone_number@service_provider (Example: @verizon.net). 6 TOSHIBA Strata Meeting UG January, 2011

17 Creating Users 3. Select Submit to save the user information or Cancel to ignore the changes and return to the Defined Users page. Edit User Personal Information The Edit User Personal Information page allows you to change the user s personal and contact information. 1. To open the Edit User Personal Information page, go to the Defined Users page and select Edit next to the user whose information you want to change. The system displays the Edit User Personal Information page, shown below. Figure 1 The Edit User Personal Information Page 2. Edit the user s personal and contact information as needed. Required information includes: Either a first name or last name At least one phone number or /sms/pager address Note: Pager addresses must follow this format: phone_number@service_provider (Example: @verizon.net). 3. Select Submit to save changes to the user information or Cancel to ignore the changes and return to the Defined Users page. Strata Meeting UG January, 2011 TOSHIBA 7

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19 Using Conferences 3 You can control one or more conferences. Conferences are required for audio or web conferences. This chapter explains how to set up conferences. You must set up conferences before you conduct audio or web conferences. Defined Conferences Page The Defined Conferences page lists the conferences you have defined in the system by the administrator or any moderator. To add conferences, select Conferences from the Moderator Menu or the Conferences link on the Home page. The system displays the Defined Conferences page, shown below. John Conference for John Joann Conference for Joann Mary Conference for Mary George Conference for George Frank Conference for Frank KArthur Conference for KArthur DanW Conference for DanW Kippi Conference for Kippi RisaL Conference for RisaL John Conference for John ElginI Conference for ElginI JonesB Conference for JonesB Jill Conference for Jill IanS Conference for IanS BettyP Conference for BettyP The system displays the following information related to the conferences: A system-generated number for the conference The moderator who created the conference The subject of the conference The scheduling information, including ports allocated and recurrence information Strata Meeting UG January, 2011 TOSHIBA 9

20 Using Conferences The Moderator PIN, which allows an external party to join the conference as a an additional moderator The User PIN, which allows an external party to join the conference as a user/conference participant A link to start the associated web conference, if applicable A link to invite conference participants using Microsoft Outlook or equivalent calendar tool. A link to delete the conference The system allows participants to enter a conference based on a dialed number or DNIS. When a service selection rule is applied to a Moderator s conference, the corresponding row is shown in Yellow color. Note: The Service Selection rules must be created by the System Administrator. 1. To add a new conference, select Add to open <page/windowname>add Conference Page. 2. To edit an existing conference, select Edit to open <page/ windowname>the Edit Conference Page for the selected conference. 3. To schedule and invite users to the conference in Microsoft Outlook, select ical to open a calendar appointment window (Microsoft Outlook or equivalent) with the conference details already populated. The Outlook appointment will be ed to selected invitees. 4. To start a web conference, select Meet next to the conference you want to start. 5. Web Conferencing is available as a separate application. Refer to the Audio and Web Conferencing Application User Guide for more information about the web conferencing features. 6. To delete an existing conference, check the Delete box next to the conference and select Delete. The previous, next, and page numbers at the bottom allow you to navigate to different pages in the list of conferences. 10 TOSHIBA Strata Meeting UG January, 2011

21 Using Conferences Add Conference Page The Add Conference page allows you to set up a conference for your conferences. Once a conference is established, you can conduct on-demand conferences or scheduled reservation-based conferences. The scheduled reservation-based conferences can be one time or set up as recurring conferences. The on-demand conferences are supported on a best effort basis. The reservation-based conferences provide guaranteed audio port availability for the duration of the conference. To open the Add Conference page, go to the Defined Conferences page and select Add. The system displays the Add Conference page, shown below. 1. Enter the name of the conference in the Subject field. This name will be the subject of the invitation when you invite users to the conference. 2. Set the Conference Parameters. You can set a Moderator PIN and separate Participant PIN or you can leave as RAND (random). The system generates random 5-digit PINs automatically. If needed, you can change the PINs to any easilymemorized number using at least three digits. Ensure that there is no conflict between PINs belonging to different moderators. Select an Entrance Tone. This tone is heard by participants when new users join the audio conference. Select to preview the sound. Check the Wait for Moderator to join box to indicate that the conference does not begin until the you join the conference and enter the Moderator PIN. The participants will hear music on the conference until you join. If the field is not checked, users can join the conference as soon as they enter the participant PIN. Strata Meeting UG January, 2011 TOSHIBA 11

22 Using Conferences Check the Record conferences box to record the conference. If this box is checked, all participants in the associated conference will be recorded. The call recordings will then be posted on the Reports page. Check the Moderator auto call-back box to have the system call you back in case you inadvertently hang up during the conference. This capability is useful if you have a multi-line or cell phone that can easily disconnect. Check the Suppress tones for dial-out calls box to mute the tones when calling additional participants. 3. If you want to use web conferencing sharing features, enable the Web Conference Options. To associate a web conference with this conference, check the Enable Web conference box. Check the appropriate Sharing Features to indicate which web conference features to enable (Desktop Screens, Whiteboard, Public Chat, Private Chat). Check the Show dialin info, Show participant list, and Password required boxes as needed. Indicate a different lobby or post-meeting URL for before and after the web conference in the Lobby/wait URL or Goodbye URL fields. Note: Creating your own Lobby page can be done when creating or modifying an existing conference by entering your Lobby page URL in the Lobby/wait URL field. 4. Schedule the conference. Select On-demand to make the conference available at any time. Select Scheduled to schedule a reservation-based conference. The system opens additional features depending on your selections. A sample is shown below. 12 TOSHIBA Strata Meeting UG January, 2011

23 Using Conferences Enter the Start Date, Time, and Duration. It is highly recommended that you provide a duration time cushion to prevent being cut off prematurely. If the conference is recurring, select a Recurrence pattern and enter the details. Enter the maximum number of ports to reserve for the scheduled conference in Maximum ports field. Select a highlighted date in the calendar to open the Ports Scheduled by Time Slot page, shown below. The Ports Scheduled by Time Slot page shows the ports scheduled for the selected date for the entire system. The moderator can use this page to identify potential scheduling conflicts with other moderators on the system. Select Close to return to the Add Conference page. 5. Select Submit to save the conference information or Cancel to ignore the changes and return to the Defined Conferences page. Strata Meeting UG January, 2011 TOSHIBA 13

24 Using Conferences The Edit Conference Page The Edit Conference page allows you to edit an existing conference. To open the Edit Conference page, go to the Defined Conferences page and select Edit next to the conference you want to edit. The system displays the Edit Conference page, shown below. Mktg Dept Conf Edit the name of the conference in the Subject field. This name will be the subject of the invitation when you invite users to the conference. 2. Edit the Conference Parameters as needed. You can edit the Moderator PIN and separate Participant PIN or you can leave the system generated PINs. Ensure that there is no conflict between PINs belonging to different moderators. Select an Entrance Tone. This tone is heard by participants when new users join the audio conference. Select to preview the sound. Check the Wait for Moderator to join box to indicate that the conference does not begin until the you join the conference and enter the Moderator PIN. The participants will hear music on the conference until you join. If the field is not checked, users can join the conference as soon as they enter the participant PIN. 14 TOSHIBA Strata Meeting UG January, 2011

25 Using Conferences Check the Record conferences box to record the conference. If this box is checked, all conferences held in the associated conference will be recorded. The call recordings will then be posted on the Reports page. Check the Moderator auto call-back box to have the system call you back in case you inadvertently hang up during the conference. This capability is useful if you have a multi-line or cell phone that can easily disconnect. Check the Suppress tones for dial-out calls box to mute the tones when calling additional participants. 3. If you have web conferences enabled, edit the Web Conference Options. To associate a web conference with this conference, check the Enable Web conference box. Select/deselect the Sharing Features to indicate which web conference features to enable (Desktop Screens, Whiteboard, Public Chat, Private Chat). Check or uncheck the Show dialin info, Show participant list, and Password required boxes as needed. If selected, the participant will need the password to join the web conference. This is the same PIN used for the audio conference. Indicate a different lobby or post-meeting URL for before and after the web conference in the Lobby/wait URL or Goodbye URL fields. 4. Schedule the conference. Select On-demand to make the conference available at any time. Select Scheduled to schedule a reservation-based conference. The system opens additional features depending on your selections. A sample is shown below. Enter the Start Date, Time, and Duration. It is highly recommended that you provide a duration time cushion to prevent being cut off prematurely. Strata Meeting UG January, 2011 TOSHIBA 15

26 Using Conferences If the conference is recurring, select a Recurrence pattern and enter the details. Enter the maximum number of ports to reserve for the scheduled conference in Maximum ports field. Select a highlighted date in the calendar to open The Ports Scheduled by Time Slot page. Refer to the the Add Conference Page section on page 11 for more information on the Ports Scheduled by Time Slot page. 5. Select Submit to save the conference information or Cancel to ignore the changes and return to the Defined Conferences page. 16 TOSHIBA Strata Meeting UG January, 2011

27 Using Conferences Inviting Users to Your Conference The Audio and Web Conferencing Applications makes use of Microsoft s Outlook, or other standards-based, Calendaring application for sending conference invitations. When you use the user interface in collaboration with Microsoft Outlook to invite users to your conference, ical becomes populated with your conference details. To invite participants to your conference, complete the following steps. 1. From the Defined Conferences page, shown below, select ical next to the conference you want to use to open an appointment window. The example below is a Microsoft Outlook dialog. John Conference for John Joann Conference for Joann Mary Conference for Mary George Conference for George Frank Conference for Frank KArthur Conference for KArthur DanW Conference for DanW Kippi Conference for Kippi RisaL Conference for RisaL John Conference for John ElginI Conference for ElginI JonesB Conference for JonesB Jill Conference for Jill IanS Conference for IanS BettyP Conference for BettyP The system opens a File Download dialog, as shown below. Strata Meeting UG January, 2011 TOSHIBA 17

28 Using Conferences 2. Select Open to open the file in Microsoft Outlook. If you select Save, you can open the file in Microsoft Outlook later. Select Cancel to cancel the invitation and scheduling process. The system opens an appointment in Microsoft Outlook, as shown below. Marketing Conf PIN 9876 Conference Phone Number and Participant PIN Corp.com/web Link to Web Conference page The calendar entry includes the following information: The name of the conference in the Subject line The dial in number of the main conference bridge The participant PIN for the audio conference bridge and the web conference The scheduling and recurrence information, if applicable A link to the web conference page, if applicable 3. Update the appointment information or text as necessary. You can also add attachments, such as a document you want to discuss on the conference call. 4. Select the Invite Attendees option. Microsoft Outlook adds the To field, allowing you to enter addresses from your Outlook address book just as you would for any message. 18 TOSHIBA Strata Meeting UG January, 2011

29 Using Conferences 5. Begin typing names or addresses. Or select To to use your Outlook address book to select participants to invite to the conference, as shown below. You can double-click on the names or highlight the names and select Required. 6. When you have finished selecting participant s s for the invitation, select OK. You can also enter addresses that are not in your Outlook Contacts. 7. When all the participant s addresses are listed in the To field, select the Send button. The system will send invitations to all users. As the users accept their invitations, the appropriate conference-related information will be posted on their calendars. If the reminder feature is enabled, Outlook will remind all potential users when the conference start time approaches. Accepting an Invitation When you send an invitation through Outlook, all the participants you invited will receive an message with the conference details (as shown below). The participants can Accept or Decline the invitation, indicating (with a return ) to you whether they will be present at the conference or not. When it is time for a meeting that includes a web conference, the participants can click on the link in the to join the meeting. Strata Meeting UG January, 2011 TOSHIBA 19

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31 Conducting Audio Conferences 4 There are several in-conference controls to enhance your conference. You can control conferences using the phone controls or by using RealView. Joining a Conference You will need the phone number for the main conference bridge. Obtain this number from the ical entry. 1. To join a conference, dial the phone number of the main conference bridge. 2. Enter your PIN (Personal Identification Number) followed by # to enter the correct conference. If you are the moderator, enter the moderator PIN. If you are a participant, enter the participant PIN. Depending on the settings, you may wait in a lobby until the moderator joins the conference. 3. You may hear entry tones to indicate that other participants have joined or left the conference. 4. If necessary, you can rejoin the call by dialing the number again and reentering your PIN. Strata Meeting UG January, 2011 TOSHIBA 21

32 Conducting Audio Conferences Controlling Your Conferences Via The Phone Mute and Unmute Start and Stop Recording Lock and Unlock a Conference Disconnect a Conference This section describes some of the options available to control noise, access, and record a conference call. This control is typically used when one of the users is in a noisy area and does not want noise from his end disturbing the conference call. This control can be used with any conference. To mute self, a participant or the moderator should do the following: 1. Press 11# on the phone keypad to mute yourself. 2. Press 22# on the phone keypad to unmute yourself. The moderator can also mute all participants (as for a presentation). 1. Press 43# on the phone keypad to mute all participants. 2. Press 44# on the phone keypad to unmute all participants. To mute a particular participant, the moderator should use the RealView page. When you add the conference, you can indicate whether the system should record conferences. This control allows you to start and stop recording as needed during the call. 1. Press 41# on the phone keypad to start recording at any time during the conference. 2. Press 42# on the phone keypad to stop recording at any time during the conference. All recorded segments are accumulated in a file. The system places a link on your Reports page to allow you to listen to or download the recordings. If all of the necessary or a sufficient number of participants have joined, you can choose to lock the conference to additional participants. This prevents any users (unauthorized or authorized) from gaining access to the conference. This control is commonly used to prevent distractions by people arriving late to a conference. You can unlock a conference later as needed. 1. Press 45# on your phone keypad to lock the conference. 2. Press 46# on your phone keypad to unlock the conference. This control allows you to disconnect the conference to make the reserved ports available for other conference calls (e.g., a conference was scheduled for one hour, but completed in 30 minutes). Press * 0# to disconnect all participants and the moderator from the conference call. 22 TOSHIBA Strata Meeting UG January, 2011

33 Conducting Audio Conferences Collecting Votes Viewing the Voting Results You can have conference participants vote on an issue by collecting their phone keypad responses. You must start the round of voting. Then participants enter their votes. Finally, you end the round of voting. 1. Using your phone pad, dial 54#. This will start a round of voting. 2. To enter your vote (both the Moderator and Participants), press 55 on the phone keypad. 3. Enter up to eight vote digits. 4. Press #. 5. To end the round of voting, press 56#. 1. Click on the Reports menu. 2. For a conference that had voting, the Reports column will display Details Votes (shown below). 3. Click on Votes. The dialog box to open or save the file displays (shown next). 4. Click open to view the voting results using Microsoft Excel or Save to save the file to a location on you PC. If you select Save, you can open the file in Microsoft Excel later. Strata Meeting UG January, 2011 TOSHIBA 23

34 Conducting Audio Conferences Viewing the End of Conference Summary Report When your conference is over, you will receive an with an end of conference summary report, as shown below. The report includes details about the conference start and end times and participants. 24 TOSHIBA Strata Meeting UG January, 2011

35 Conducting Web Conferences 5 Depending on the Strata Meeting platform, you may or may not have the capability of web conferencing. Please check with your System Administrator. Starting a Web Conference To start a web conference as the moderator, go to the Defined Conferences page and select meet next to the conference you want to start, as shown below. John Conference for John Joann Conference for Joann Mary Conference for Mary George Conference for George Frank Conference for Frank KArthur Conference for KArthur DanW Conference for DanW Joining a Web Conference Participants receive an message for the web conference. Refer to the Inviting Users to Your Conference section on page 17 for more information on sending and accepting invitations to web conferences. 1. To join a conference, the participant should click on the link in the . Strata Meeting UG January, 2011 TOSHIBA 25

36 Conducting Web Conferences The system opens a page to join the meeting, shown below. 2. If it is not already filled out, enter the Conference Name. Obtain the name from the meeting moderator, if necessary. 3. Enter a Name to identify yourself in the web conference (up to 12 characters) and select Join. 4. If a password is required, the system displays the following screen. Enter the PIN required for this conference. It is included with your invitation, or you can obtain it from the meeting moderator. Select Join. 26 TOSHIBA Strata Meeting UG January, 2011