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1 BT Conference Call Web Conferencing powered by WebEx Further Freefone: (UK only) Phone: +44 (0) Fax: +44 (0) Web: help Our Reservations office is open 24 hours a day, 7 days a week. BT Conferencing Wheatstone House Chiswick High Road Chiswick London W4 5SA UK User Guide Offices worldwide The telecommunications services described in this publication are subject to availability and may be modified from time to time. Services and equipment are provided subject to British Telecommunications plc s respective standard conditions of contract. Nothing in this publication forms any part of any contract British Telecommunications plc 2003 Registered office: 81 Newgate Street, London EC1A 7AJ Registered in England No Designed by rtfacts limited 7335 October 03

2 Contents Overview 3 Benefits 4 What you need 5 How to Schedule a meeting 6 How to Start a meeting 7 How to Join a meeting 8 Presenter Tools 9 Frequently asked questions 10 Security 11 Further help 12 Security To protect sensitive data, BT Web Conferencing, powered by WebEx, works with existing firewall technology, and also offers: Unlisted meetings Password protection 128-bit SSL encryption Presenter control to lock and unlock the conference This last feature can be toggled on and off by selecting the Meeting menu, then Restrict Access or Restore Access. 2 11

3 Frequently asked questions Do I have to download a plug-in to have a WebEx meeting? Yes, but only the first time you use WebEx. It will only take 3 5 minutes for the plug-in to download. I haven t hosted a WebEx conference in a while and I m not sure of the procedure. Is there help available? Of course there is! Call the E-Conferencing team helpdesk on (UK freefone number) or (international) to speak with a trained staff member. What if I receive a message saying that the meeting I am trying to join has not yet started? In order to begin your conference, click on the my meetings link on the left side of your screen. Click on the start now link next to your conference and you re all set! You will be automatically entered into the conference. What s the difference between Presentation Sharing and Application Sharing? Presentation sharing allows you to share any document however, you can t edit it. Application sharing allows the Presenter to edit documents in real time as well as show all of the application features such as menus and tools. Can I save annotated documents or presentations and view them offline? Yes! To save any document or presentation in a file on your computer, choose Save on the File menu. To view the saved file offline, simply double-click it. The document or presentation appears in the WebEx Document Viewer, which is part of Meeting Manager. Overview BT Web Conferencing, powered by WebEx, is designed to make your virtual meetings and conferences more effective, dynamic, and engaging. BT Web Conferencing allows you to introduce just about any visual medium to your meeting including slide shows, polling facilities, product demonstrations, and web tours. BT Conferencing has partnered with WebEx to create a best of class web conferencing service. It enables you to share applications and documents and poll Participants to get feedback. Now you can moderate a meeting with 1, 10, or up to 500 people all at a moment s notice. There are literally thousands of ways that BT Web Conferencing can expand your capabilities: Client Presentations Product Demos Internal Training Sessions New Employee Orientations Sales Presentations BT Web Conferencing powered by WebEx is designed for small and medium sized conferences. For very large web conferences contact BT. This user guide is designed to explain everything you need to know to set up get the maximum out of your BT WebEx Web Conference. 10 3

4 tools Presenter Benefits BT Web Conferencing can be used on its own or as a powerful added feature for phone calls or phone conferencing. Web conferencing can be used to: deliver presentations visually share, annotate and edit documents in real time demonstrate applications and products collaborate on joint applications receive instant feedback Additional feature benefits Some of the other features that are available are: On-Screen Polling/Voting to enable people to answer multiple choice questions Text based question and answer provides organised feedback capability Chat enables text conversation between people Whiteboard - allows you to create text and graphics on the fly Record & Replay for documentation and repeat viewings for people who could not attend or as a record of the meeting. Some of the key presenter tools are described in the table. Instructions are provided on finding the tool in the application. Complete details can be found once in the application. Tool Description Application start Presentation Allows the Presenter to share any presentation or On the toolbar, click the Sharing document without uploading the file to a server, Share button. where the security of the file could be compromised. Provides high resolution with full screen viewing On the Share menu choose capability, multi-level zooming, and annotation capabilities. Presentation or Document. Application Allows the Presenter to run any software application On the toolbar, click the Sharing for effective live demonstrations and training. Share button. Allows for real-time collaboration and edits to any document. On the Share menu, choose Application. Application Only the Presenter can share a document, presentation, In the Meeting Window, on the Share Control or whiteboard during a meeting. However, you can allow Participant menu, Participants to share their own documents or choose Privileges presentations and interact with pages, slides, and whiteboards. Web Browser Provides easy sharing of web-based information by allowing On the toolbar, click the Sharing any Participant to navigate the web and synchronise the S h a r e button. browsers of other Participants. Co-browsing is fully interactive and control can be passed to any Participant, On the Share menu, choose thus enabling all Participants to complete web forms Web Content. together, and to annotate any web pages. Desktop Gives the Presenter the opportunity to share anything on the On the toolbar, click the Sharing PC system, including any application, for live demos Share button. and training that involve more than just one application. On the Share menu, choose Desktop. File Transfer Enables users to conveniently transfer files In the Meeting window, on the to and from their Participants as desired. File menu, choose Transfer. Polling Allows Presenters to solicit feedback from attendees who In the Meeting window, click are online during the presentation. the Polling tab. 4 9

5 How to join a meeting 1. Log on to as a participant 2. Type the meeting number in the appropriate box. 3. Click Join Now. First-time users require a software download; please allow 3 5 minutes to download before your meeting. What you need To present a BT Web Conference, powered by WebEx, you will need the following: Web Browser Netscape Navigator 4.x 5.x Microsoft Internet Explorer 4.0 or later Computer 166Mhz Pentium-based PC with Windows 95, 98, NT, 2000, ME, or XP, Mac OS 9 or later, Solaris 7 or 8, Red Hat Linux 6.x/7.x, or Palm V/VII with a wireless modem. 64 MB RAM Internet Connection Speed 56k or faster Monitor 800 x 600 pixel resolution recommended (minimum). 8 5

6 How to schedule a meeting 1. Log on to and click on Host a Meeting. 2.Click on the Host a meeting button and then select Schedule a meeting. 3. Then enter your User Name and Password. This information is provided in your BT Conferencing welcome Input the required information including the Topic of your meeting as well as Date and Time. Click Schedule at the bottom of the page to schedule your meeting, or Start Meeting to instantly begin your meeting. You will immediately receive confirmation of your scheduled meeting with an outlining all of the relevant information. 5. Inform your attendees of the meeting details. An ideal way to notify them is to utilise the automatic feature within the scheduling page. Simply click on Invite Attendees and input their addresses. s are sent automatically, informing them of the meeting details. How to start a meeting 1. Log on to 2. After logging in, click on My Meetings. as a host 3. Click on the Topic of the meeting you would like to start. 4. At the following screen, click on the Start Now button. This will begin the meeting and will launch the WebEx application on your computer. First-time users require a software download; please allow 3 5 minutes to download before your meeting. 6 7

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