AT&T Conferencing Add-in for Microsoft Outlook 2007/2010 v9.5 User Guide

Transcription

1 AT&T Conferencing Add-in for Microsoft Outlook 2007/2010 v9.5 User Guide January 2013

2 Product: AT&T Conferencing Title: Add-in for Microsoft Outlook 2007/2010 Product Version: v9.5 Publication date: 1/24/2013 Reference number: CONOAIUG1013 Revision number: 04 Disclaimer 2013 AT&T Intellectual Property. All rights reserved. AT&T, the AT&T logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. All other marks contained herein are the property of their respective owners. AT&T Proprietary. Microsoft Office Outlook is a trademark of the Microsoft Corporation.

3 AT&T Conferencing Contents About this User Guide This User Guide describes the features available to users working with the AT&T Conferencing add-in for Microsoft Outlook. Note: This document applies only to the AT&T Conferencing add-in for Microsoft Outlook 2007 and Outlook The AT&T Conferencing add-in application described here cannot be installed on earlier versions of Outlook. Other versions of the AT&T Conferencing add-in are available to support the Office 2003 version of Outlook. Note: In this User Guide, the terms event, meeting and conference are used interchangeably. Published: 1/24/2013 3

4 Add-in for Microsoft Outlook 2007/2010 Contents 1 Introduction Overview Installing OAI AT&T Connect Web Conferencing Scheduling an AT&T Connect Web Conference Opening an AT&T Connect Web Meeting Request in Outlook For Single Web Conferences Recurring Conferences Sending an Invitation Viewing and Switching Your Account Scheduling a Moderated Conference Converting a Scheduled Meeting into a Web Conference Getting Invited to Conferences Initiated by Others Joining a Conference Using the Toast Message to Join a Conference from your Computer (Disabled) Joining a Conference from within the meeting Joining a Conference from a Computer without the Add-in for Outlook Joining a Conference by Telephone Only Working in Delegate Access or Shared Calendar Mode Creating and Managing Your AT&T Connect Web Accounts Registering the AT&T Connect on your computer Synchronizing myat&t Accounts Creating a Web Account Manually Clearing Cache Changing the Preferences for Moderated Conferences Editing a Web Account Setting a Web Account as Default Removing a Web Account Turning the Desktop Alerts On / Off Reporting an Application Problem Product Version: v9.5

5 Contents Activation Sending a Report Reviewing the Collected Data (Optional) AT&T Voice-Only Conferencing Creating and Managing Your AT&T Voice-Only Accounts Creating a Voice-Only Account Editing a Voice-Only Account Setting a Voice-Only Account as Default Removing a Voice-Only Account Scheduling an AT&T Voice-Only Conference Opening an AT&T Voice-Only Meeting Request in Outlook Viewing and Switching Your AT&T Account Sending the Request Converting a Scheduled Meeting into a Voice-Only Conference Joining a Conference Working in Delegate Access or Shared Calendar Mode For Microsoft Outlook For Microsoft Outlook AT&T Telepresence Solution Conferences Creating and Managing AT&T Telepresence Accounts Creating a Telepresence Account Editing the Telepresence Account Settings Removing the Telepresence Account Scheduling an Intra-company AT&T Telepresence Solution Conference Opening an AT&T Telepresence Solution Meeting Request in Outlook Additional Ways to Open a Meeting Request New Telepresence Meeting Request Checking Availability of Recipients Sending Telepresence Meeting Requests Setting the Meeting as a B2B Meeting Setting the B2B Telepresence Meeting as the Meeting Owner Accepting B2B Telepresence Meetings as an External Coordinator Published: 1/24/2013 5

6 Add-in for Microsoft Outlook 2007/ Converting Scheduled Meetings into Telepresence Conferences Updating Existing Telepresence Meetings Appendix A: Release Limitations Product Version: v9.5

7 Contents Figures Figure 1 AT&T Conferencing menu as appears in Outlook Figure 2 AT&T Conferencing menu as appears in Outlook Figure 3 AT&T Conference buttons Figure 4 AT&T Connect Web Conference menu options Figure 5 New AT&T Connect Web Conference from Calendar view Figure 6 AT&T Connect Web Conference menu item in Outlook Figure 7 AT&T New Web Conference tab option in Outlook Figure 8 New recurring AT&T Connect Web Conference menu item Figure 9 New recurring AT&T Connect Web Conference tab item in Outlook Figure 10 Web Conference recurrence button Figure 11 AT&T Connect Web accounts Figure 12 Conference settings and conference types Figure 13 AT&T Conference type options Figure 14 Reminder of Connect conference Figure 15 Join Event Now button Figure 16 Dial-In Instructions tab item Figure 17 Dial-In Instructions details Figure 18 Opening Delegation Permissions Dialog Figure 19 Permissions tab in the Calendar Properties window Figure 20 Delegate Permissions window Figure 21 Automatic Registration Figure 22 AT&T Conferencing Account Settings Figure 23 Account Settings button in Outlook Figure 24 AT&T Connect Account Settings window Figure 25 New AT&T Connect Account Details window Figure 26 Conference settings and preferences Figure 27 Report a Problem Button Figure 28 Report a Problem Window Figure 29-Report ID Figure 30 of Log Submission Failure Figure 31 Window for Reviewing Data Figure 32 AT&T Conferencing Account Settings Figure 33 Account Settings button as it appears in Outlook Figure 34 AT&T Voice-Only Accounts tab Figure 35 Add New AT&T Voice-Only Account window Figure 36 AT&T Voice-Only menu items in Outlook 2007 & Figure 37 AT&T Conferencing menu and AT&T Voice-Only Conference item Figure 38 New Voice Conference button in Outlook2010 AT&T Conferencing ribbon Figure 39 Open new AT&T Voice-Only Conference from Calendar view Published: 1/24/2013 7

8 Add-in for Microsoft Outlook 2007/2010 Figure 40 New Recurring AT&T Voice-Only Conference from the Actions menu Figure 41 New Recurring Voice Conference item in AT&T Conferencing ribbon Figure 42 AT&T Voice-Only meeting request Figure 43 AT&T Voice-Only meeting request and AT&T Connect audio conference monitor link. 45 Figure 44 Switching AT&T Voice-Only accounts Figure 45 Changing a scheduled meeting into a Voice-Only conference Figure 46 Dial-In Instructions button Figure 47 Dial-In Instructions window Figure 48 Permissions tab in the Outlook 2007 Calendar Properties window Figure 49 Delegate Permissions window for Outlook Figure 50 Permissions tab in the Outlook 2010 Calendar Properties window Figure 51 Accessing Permissions from File Options in Outlook Figure 52 Account Settings in Outlook Figure 53 Account Settings in Outlook Figure 54 Setting up a Telepresence Account Figure 55 New AT&T Telepresence Account window Figure 56 Remove Account Settings confirmation message Figure 57 AT&T Conference button in Outlook 2007 and Outlook Figure 58 AT&T Conferencing menu in Outlook Figure 59 AT&T Conferencing tab in Outlook Figure 60 Calendar view right-click menu option in Outlook Figure 61 New appointment window in Outlook Figure 62 Completed AT&T telepresence meeting request Figure 63 AT&T Settings button Figure 64 AT&T Telepresence Conference Settings window Figure 65 Automatically open telepresence meeting message Figure 66 Make this an AT&T Conference Tables Table 1 AT&T Conference button appearance in Outlook 2007 & Product Version: v9.5

9 1 INTRODUCTION The AT&T Conferencing add-in for Outlook 2007/2010 lets you schedule and manage AT&T conferences through Microsoft Outlook. The following types of AT&T conferences are available: AT&T Connect Web conferences AT&T Voice-Only conference AT&T Telepresence Solution conference 1.1 Overview After installing the AT&T Conferencing add-in for Outlook, you can manage your scheduled AT&T Connect Web, AT&T Voice-Only and AT&T Telepresence conferences in the Outlook calendar as regular Outlook meetings. In addition, you can easily convert scheduled Outlook meetings into any type of AT&T conference providing that your accounts are setup. Once the AT&T Conferencing add-in for Outlook is installed, the AT&T Conferencing menu appears in the Outlook menubar. Outlook 2007 View: Figure 1 AT&T Conferencing menu as appears in Outlook 2007 Outlook 2010 View: Figure 2 AT&T Conferencing menu as appears in Outlook 2010 Published: 1/24/2013 9

10 Installing OAI The AT&T Conference button also appears in the main Outlook toolbar, in two modes: Table 1 AT&T Conference button appearance in Outlook 2007 & View 2010 View Description The appearance of the AT&T Conference toolbar button when only one kind of AT&T conference account is set up. The appearance of the AT&T Conference toolbar button when more than one AT&T conference account type is set up. Selecting the arrow that appears at the bottom right of the button displays a menu from which you can choose the account type for a given conference. These buttons are quick access buttons to schedule conferences using the add-in. 1.2 Installing OAI The AT&T Add-in for Outlook requires some Microsoft prerequisites that may already exist on your computer. The installation of the Add-in will install them automatically, if needed. Note: Although the Add-in itself does not require any administrator rights on the local computer, Microsoft s tools will need them. Should the installer notify you, please contact your administrator to install the prerequisites (using the same exe file) with administrator s rights on your computer. For further information, see AT&T Conferencing OAI Implementation Guide. 1. Download the setup from a website. 2. Close your Outlook 2007/2010 application. 3. Run the setup.exe file. 4. Follow the on-screen instructions 5. When done, start your Outlook 10 Product Version: v9.5

11 2 AT&T CONNECT WEB CONFERENCING This part of the User Guide tells you all you need to know about scheduling and joining AT&T Connect Web conferences, converting a scheduled meeting into a Web conference, working in delegate access or shared calendar mode, joining a conference and managing your AT&T Connect Web accounts. 2.1 Scheduling an AT&T Connect Web Conference This section describes how to schedule a single or recurring AT&T Connect Web conference from your Microsoft Outlook. Note: You can schedule an AT&T Connect Web conference if at least one AT&T Connect account is defined. (You automatically have all the accounts taken from your myat&t application and copied into Outlook.) For information on creating and modifying account settings, see Creating and Managing Your AT&T Connect Web Accounts Opening an AT&T Connect Web Meeting Request in Outlook Choose one of the following ways to open a new Outlook window with an invitation to an AT&T Connect Web Meeting For Single Web Conferences In the Main window of Outlook, click on the AT&T Conference button. or Figure 3 AT&T Conference buttons Published: 1/24/

12 Scheduling an AT&T Connect Web Conference If you have more than one option, click on AT&T Connect Web Conference in the drop-down menu. Figure 4 AT&T Connect Web Conference menu options or or Switch places with the below option In Calendar view, right-click on specific calendar time slot and select New AT&T Connect Web Conference. Figure 5 New AT&T Connect Web Conference from Calendar view or 12 Product Version: v9.5

13 Scheduling an AT&T Connect Web Conference Outlook 2007: In the top menu bar, click on the AT&T Conferencing menu and select AT&T Connect Web Conference. Figure 6 AT&T Connect Web Conference menu item in Outlook 2007 Outlook 2010: In the top menu bar, click on the AT&T Conferencing menu and select New Web Conference. Figure 7 AT&T New Web Conference tab option in Outlook 2010 Notes: Recurring meetings appear in this menu only in Calendar view. For both Outlook versions, AT&T Web Conference and AT&T Voice-Only conference groups/menus appear and disappear according to the existence of at least one account of each type respectively.additional Ways to Open a Meeting Request Outlook 2007: In the Outlook 2007 top menu bar, click on the Outlook File menu and select AT&T Connect Web Conference. Outlook 2010: In the Outlook 2010 Home tab, click on New Items button and select AT&T Connect Web Conference. Published: 1/24/

14 Scheduling an AT&T Connect Web Conference Recurring Conferences Outlook 2007: In Calendar view, click on Actions in the toolbar and select New Recurring AT&T Connect Web Conference. Figure 8 New recurring AT&T Connect Web Conference menu item Outlook 2010: In Calendar view, click on the AT&T Conferencing menu and select New Recurring Web Conference. Figure 9 New recurring AT&T Connect Web Conference tab item in Outlook 2010 or Open a new AT&T Connect Web Conference as described above and click on the Recurrence button. 14 Product Version: v9.5

15 Scheduling an AT&T Connect Web Conference Figure 10 Web Conference recurrence button A new Outlook window opens for sending an AT&T Connect Web meeting request. A message pops up, informing you that the details for accessing the conference are automatically be added to the body of the message. (You briefly see these details when you send the meeting request.) The Location box displays AT&T Connect Online Meeting at <Account name> Details below. The body is filled with the conference details (link and phone details) after clicking Send Sending an Invitation Sending an AT&T Web Conferencing is as easy as sending any invitation. All you need is to perform the following steps: 1. Open an AT&T Connect Web Conference as shown above. 2. Add the recipients in the To box. 3. Add the subject of the conference in the Subject box. 4. Select the start and end times if you did not open the request from a calendar time slot. 5. Click Send Viewing and Switching Your Account In cases where you have more than one AT&T Connect account to choose from, you can select which account to schedule the meeting on. Note: The default account is set via myat&t when setting myat&t to another default, Outlook Add-in changes the default to match it. For more information, see Creating and Managing Your AT&T Connect Web Accounts. 1. When a Meeting Request is opened, click on the Settings menu button to open the sub-menu with the AT&T Connect default account displayed by name or URL address. When hovering over the default account, the selected account is marked with a check. 2. To switch the account, click on a new account in the list. The check is displayed next to the name of the new account and the location and body of the meeting request are changed accordingly. Published: 1/24/

16 Scheduling an AT&T Connect Web Conference Figure 11 AT&T Connect Web accounts Notes: The list includes only AT&T Connect Web accounts. You cannot switch to a Voice-Only account from within the AT&T meeting request Scheduling a Moderated Conference The add-in for Outlook allows you to schedule 3 types of meetings: imeeting (default) allows multiple participants to take a pro-active role in the conference. All participants typically have similar conference rights and privileges. An imeeting has one host, one presenter, and can have multiple participants. The imeeting is used as the default conference type unless otherwise specified in the Settings options. elearning a moderated conference in which a teacher-student relationship exists between the presenter and participants. By default, in elearning conferences, participants can view the Participants list. Webinar a moderated conference in which, by default, the Participants list is hidden and sending notes among participants is usually prohibited. The conference Type may be changed when either creating or updating a meeting. For more detailed information, see the latest ATT Connect Participant User Guide. 16 Product Version: v9.5

17 Scheduling an AT&T Connect Web Conference To schedule a meeting as a specific conference type: 1. When a Meeting Request is opened, click the Settings menu button. 2. Select Conference Type and then from the list select the conference type to schedule. Select the Use Default option to automatically set the predefined meeting type for all your meetings (imeeting is the default meeting type to be used if not changed by the user from the myat&t application). Figure 12 Conference settings and conference types Published: 1/24/

18 Converting a Scheduled Meeting into a Web Conference 2.2 Converting a Scheduled Meeting into a Web Conference To convert a regular meeting that you have already scheduled in your Outlook calendar into an AT&T Web Conference, follow these steps: 1. Open the meeting you wish to convert (new or existing). 2. In the Outlook meeting request, click on the Make this an AT&T Conference button in the ribbon bar (When two types of accounts are set up, select AT&T Connect Web Conference in the sub-menu). 3. Click Send. Figure 13 AT&T Conference type options The meeting information (link to the web conferencing and dial-in instructions) is automatically added below to any custom text that you have provided. Note: A single AT&T Connect Web conference that has already been sent to participants cannot be changed into a recurring series. 2.3 Getting Invited to Conferences Initiated by Others Other users who have the add-in for Outlook can invite you to AT&T Connect Web conferences that they initiate. The invitation appears in your Outlook Inbox and Calendar views. You can choose to accept, reject, or propose a new time for the conference in the same way you do for regular Outlook meetings. 18 Product Version: v9.5

19 Joining a Conference 2.4 Joining a Conference Once you have installed the AT&T Conferencing Outlook add-in, AT&T Connect Web conferences appear in your calendar as regular Outlook meetings. This includes AT&T Connect conference invitations sent to you by other Outlook users. When the conference goes live, you can access the conference directly from Outlook. Note: Whether or not the add-in for Outlook is used to create Connect meeting, the conferencing add-in for Outlook detects any Connect meeting by the link placed in the meeting s body, and then presents users with several options of directly joining the meeting Using the Toast Message to Join a Conference from your Computer (Disabled) The add-in for Outlook may notify you in a toast message in the Notification Area of the Task bar as a reminder of an upcoming Connect conference. For Connect meetings and Audio Conference Monitor meetings, the toast message appears 5 minutes before the event is due to start and at the time of the event. The toast message is displayed in this manner as long as the meeting reminder is not dismissed. When the toast message is activated it will display for a period of 10 seconds then disappear. If the mouse pointer is positioned over the toast message then the message will remain visible until the mouse point is removed. Figure 14 Reminder of Connect conference Joining a conference from the Toast Message is the fastest way to join a conference. To join the conference from the Toast message: 1. In the AT&T Connect Conference Toast message click Join Now. You enter the conference directly and the reminder for that meeting is automatically dismissed 2. To open the meeting double click anywhere on the message. Note: This feature is not active by default since, in rare cases, it may cause some delays in Outlook operation due to a Microsoft Outlook known issue. To switch it on/off, go to the Account Settings dialog located under the AT&T Conferencing menu. See Creating and Managing Your AT&T Connect Web Accounts. Published: 1/24/

20 Joining a Conference Joining a Conference from within the meeting 1. Double-click on the conference you want to join in Outlook s Calendar view. 2. Click Join Event Now in the AT&T Connect group on the ribbon bar in the conference s window. Figure 15 Join Event Now button Joining a Conference from a Computer without the Add-in for Outlook 1. In Mail or Calendar view, open the conference s invitation and click the link to the conference. 2. Enter your login information when prompted. Your browser opens automatically and you enter the conference Joining a Conference by Telephone Only On Your Computer 1. In Mail or Calendar view, open the conference s invitation and click the Dial-in Instructions button to open the Dial-in Instructions page. This page lists telephone access numbers and guides you through the dial-in process. Figure 16 Dial-In Instructions tab item 2. Follow the instructions to dial the TeleConference Service and connect to the conference. 20 Product Version: v9.5

21 Working in Delegate Access or Shared Calendar Mode Figure 17 Dial-In Instructions details On a Computer without the Add-in for Outlook In Mail or Calendar view, open the conference s invitation and read the dial-in instructions under TO CONNECT WITH YOUR TELEPHONE ONLY. Follow the instructions to dial the TeleConference Service and connect to the conference. 2.5 Working in Delegate Access or Shared Calendar Mode If you manage someone else s calendar using Outlook s Delegate Access or the Share Calendar feature (for example, if you are an assistant who manages your manager s calendar), you can create AT&T Connect Web conferences, AT&T Voice-only conferences and AT&T Telepresence Solution conferences for this person just as you would create regular Outlook meetings for them. Once you click on the manager s calendar, your add-in for Outlook functions as if you are in the manager s calendar. For example, when creating a new AT&T conference, the meeting is created in the manager s calendar with the manager s credentials. This means that you, as an assistant, do not need a valid account defined for you as long you have Outlook add-in. You can even define a new account (using the Account Settings window) for your manager (assuming you have the manager s credentials). Outlook Delegate Access and the Share Calendar features support a variety of permission settings. Of these, the only permissions relevant to AT&T Connect meetings are those that allow managing meetings on behalf of another. Published: 1/24/

22 Working in Delegate Access or Shared Calendar Mode In order for you, as the assistant to manage your manager s calendar, your manager needs to designate you as a delegate. The following steps explain how to do this. To allow work with AT&T Connect conferences in Delegate Access or Shared Calendar mode, the manager must perform the following: 1. In Calendar view, right-click the Calendar header bar and select Properties to open the Calendar Properties window. Figure 18 Opening Delegation Permissions Dialog 2. Click the Permissions tab. 22 Product Version: v9.5

23 Working in Delegate Access or Shared Calendar Mode Figure 19 Permissions tab in the Calendar Properties window or 3. In Outlook 2007, from the main menu, select Options from the Tools tab and click the Delegates tab. Then Add or select the user to whom you want to grant permissions (such as your assistant). Published: 1/24/

24 Working in Delegate Access or Shared Calendar Mode Figure 20 Delegate Permissions window 4. Assign permission levels to the delegate. To work with the AT&T Conferencing Outlook add-in, you must set one of the following permission levels when sharing a calendar between you and the other user, or when delegating access to another: Owner Editor Author Publishing Author Publishing Editor 5. Ensure that the AT&T Connect add-in for Outlook is installed on your and your assistant s computers. Once the meeting is scheduled, it is sent to the invitees as a regular Outlook meeting from the conference owner (the manager). From this point, the manager can manage and join this conference from his/her calendar. You, as the assistant, can open and manage and the conference invitation by accessing the manager s calendar. 24 Product Version: v9.5

25 Creating and Managing Your AT&T Connect Web Accounts Note: When creating, updating or deleting a conference, the process is the same as described above for single or recurring conferences. Important: When scheduling a meeting in someone else s calendar using delegation, Outlook will ask whether you wish to add the meeting to your calendar. You must choose No. For the meeting to be properly displayed in your calendar, add yourself as a regular recipient to the meeting while scheduling or updating it. 2.6 Creating and Managing Your AT&T Connect Web Accounts The easiest way to manage AT&T Connect accounts is to let the Add-in automatically manage the accounts according to the myat&t Accounts as described below. You can also manage your AT&T Connect Web accounts in the Account Settings window. In this window you can create, edit and remove accounts. You can also set a default account. You can also manage someone else s accounts if you have delegation permissions on his/her calendar. The name of the person you are editing the accounts for will appear in the header of the window Registering the AT&T Connect on your computer From version 9.5 of the Outlook Add-in, the Add-in automatically detects registration s sent to you from AT&T and suggests that you activate your account. Published: 1/24/

26 Creating and Managing Your AT&T Connect Web Accounts Figure 21 Automatic Registration Clicking OK will set the new account as the default account both in myat&t and in Outlook Add-in so that each new AT&T Connect Web Conference is automatically set on this account. Clicking Cancel will not register the account on your computer and the Add-in will not suggest registering the account according to this mail again. Note: You can still register your account by clicking Activate on the same providing you have already installed myat&t Synchronizing myat&t Accounts The add-in for Outlook automatically monitors all myat&t accounts in the current Windows profile and automatically updates them in the add-in for Outlook Account Settings. A user cannot update myat&t accounts imported into the Outlook add-in, but only set the default accounts. All myat&t accounts are managed from myat&t accounts management interface. When the same account is defined manually in the add-in for Outlook and in myat&t, the add-in for Outlook automatically merges both accounts into one myat&t account. 26 Product Version: v9.5

27 Creating and Managing Your AT&T Connect Web Accounts Creating a Web Account Manually 1. In Outlook 2007, select Account Settings from the AT&T Conferencing menu to open the Account Settings window. Figure 22 AT&T Conferencing Account Settings 2. In Outlook 2010, select Account Settings from the AT&T Conferencing tab to open the Account Settings window. Figure 23 Account Settings button in Outlook 2010 Published: 1/24/

28 Creating and Managing Your AT&T Connect Web Accounts The Account Settings window displays the list of your accounts and their respective URLs. Figure 24 AT&T Connect Account Settings window 28 Product Version: v9.5

29 Creating and Managing Your AT&T Connect Web Accounts 3. Click on the New button ( ) to open the Add New AT&T Connect Account window. Figure 25 New AT&T Connect Account Details window 4. Enter your account information, as follows: Display name the name you want to display for this account. Note that this name should be unique for all accounts defined in the add-in for Outlook. AT&T Connect URL the URL of the AT&T Communication Center where you are registered. It is recommended to specify the or URL prefix. 5. Click OK. The AT&T Connect account is added to the list of Web accounts in the AT&T Connect Accounts tab Clearing Cache If you click this feature the cached information is cleared. As a result, all the information will be collected when you next create a conference. Published: 1/24/

30 Creating and Managing Your AT&T Connect Web Accounts Changing the Preferences for Moderated Conferences You can change the imeeting, elearning and Webinar conference settings or even change the default conference type for all your future conferences. To change the preferences for moderated conferences: 1. In the Conference Settings window, select your Connect account, click Edit, and then click Profile Settings. 2. Your default browser opens and displays the Profile Details page that is used to change your conference settings for each of the conference types and to set the default conference settings for your meetings. Figure 26 Conference settings and preferences Note: Changing the Preferred Conference Type will change the default meeting type in Outlook Add-in when scheduling a new meeting (the Use Default option under the Settings button is configured according to this setting). 30 Product Version: v9.5

31 Creating and Managing Your AT&T Connect Web Accounts Editing a Web Account 1. Select Account Settings from the AT&T Conferencing menu to open the Account Settings window and select the account you want to edit. 2. Click on the Edit button ( ) to open the Edit AT&T Connect Account window. The window is set with the details of the selected account. Note: myat&t accounts are editable. Editing these accounts in myat&t automatically modifies them in Outlook add-in. 3. Enter your changes and click OK Setting a Web Account as Default If you have more than one Web account, you can choose one to set as the default account. Only one default account is allowed. Changing the default in myat&t changes the default web account; however changing this default will not change the default in myat&t. 1. Select Account Settings from the AT&T Conferencing menu to open the Account Settings window and select the account you want as default. 2. Click on the Set as Default button ( ) and click OK. A checkmark ( ) appears next to the name of the default account Removing a Web Account 1. Select the account you want to remove in the Account Settings window. 2. Click on the Remove button ( ) and click OK. The account is removed from the list. Note: It is impossible to remove myat&t accounts from the add-in for Outlook interface. Removing myat&t accounts from myat&t automatically removes them from the Outlook add-in Turning the Desktop Alerts On / Off 1. Open the Account Settings window as described on page On the AT&T Connect Accounts tab, select the Display a desktop alerts for AT&T Connect Conferences option to enable the toast messages reminder for AT&T Connect conferences or clear the option to disable the reminder. Published: 1/24/

32 Reporting an Application Problem 2.7 Reporting an Application Problem You can report problems that you have with the Outlook Add-in using the Log Submission Utility (LSU), a special application installed with the Participant Application. This application enables you to send logs and other AT&T Connect data to the AT&T Customer Support team. The data helps the AT&T Customer Support team analyze problems with the application on your environment, and helps to improve AT&T Connect products in future versions. Your personal information remains confidential and is not shared or used for purposes other than AT&T support Activation In some cases, when you encounter a problem in the Outlook Add-in, you may start the LSU s Report a Problem window by clicking the following button: Figure 27 Report a Problem Button In these cases, all you need to do is describe the problem that you experienced and click Send Report. Figure 28 Report a Problem Window 32 Product Version: v9.5

33 Reporting an Application Problem Sending a Report 1. Write a description of the steps that you took before the problem occurred to help the AT&T support team analyze the problem (optional). 2. Write a detailed description of the problem. 3. Click Send Report. Report ID Reports sent without calling Customer Support is used for statistical purposes. The Report ID displayed at the bottom of the dialog is a random number that identifies your reports (this is the same number for all the reports you send). Figure 29-Report ID You need this number when contacting the Support team about your problem after sending the report. You can perform one of the following when asked for this number: Double-click the number to open an message that is addressed to Customer Support with your Report ID. You can add additional details in the message before sending. Re-open the Log Submission Utility (as explained above) and provide Customer Support with your Report ID. Select your Report ID (using your mouse) and copy-paste it to any other document that you write. When the Send Operation Fails If the automated log submission fails, the LSU automatically copies a file to your desktop and issues the following Published: 1/24/

34 Reporting an Application Problem Figure 30 of Log Submission Failure Perform the following steps: 1. Attach the file located on your desktop to the message. Note: The LSU displays the name of the file that you need to attach in the message body. 2. Click Send. 3. After sending the mail with the attachment, you can delete the file from your desktop. 34 Product Version: v9.5

35 Reporting an Application Problem Reviewing the Collected Data (Optional) To review the collected data before sending: 1. In the main dialog box, click Click here to view related information from the log file to display the following dialog: Figure 31 Window for Reviewing Data 2. Click View related information from log files. 3. Review the files Note: Windows Explorer opens automatically upon completion. Published: 1/24/

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37 3 AT&T VOICE-ONLY CONFERENCING This part of the User Guide tells you everything you need to know about creating and managing your AT&T Voice-Only accounts, scheduling an AT&T Voice-Only conference, and converting a scheduled meeting into a Voice-Only conference. 3.1 Creating and Managing Your AT&T Voice-Only Accounts This section describes how to add your Voice-Only conference account details to the Outlook. Only after the account is set up, you are able to send invitations to your Voice-Only Conferences. Note: When managing Voice-Only accounts in delegation mode, the manager s account settings are affected Creating a Voice-Only Account 1. In Outlook 2007, select Account Settings... from the AT&T Conferencing menu to open the Account Settings window. Figure 32 AT&T Conferencing Account Settings Published: 1/24/

38 Creating and Managing Your AT&T Voice-Only Accounts In Outlook 2010, select Account Settings from the AT&T Conferencing tab to open the Account Settings window Figure 33 Account Settings button as it appears in Outlook Click the AT&T Voice-Only Accounts tab. Figure 34 AT&T Voice-Only Accounts tab 38 Product Version: v9.5

39 Creating and Managing Your AT&T Voice-Only Accounts 3. Click on the New button ( ) to open the Add New AT&T Voice-Only Account window. Figure 35 Add New AT&T Voice-Only Account window 4. Enter your account information as supplied in the account registration Display name the name you want to be displayed when you select the account (not visible to other recipients). Note that this name should be unique for all accounts defined in the Outlook add-in. Toll-free dial-in number the toll-free telephone number in the host country that residents of the host country dial. International/Caller-paid dial-in number the caller-paid telephone number in the host country that residents of foreign countries dial. Meeting access code/participants access code the access code to dial when entering the conference. This code is known to all participants. Host password/host access code the access code to dial when entering the conference. This code is known only to the host. Host country the country where the host resides. URL to page of global conference access numbers the URL to the Web page of global conference access numbers. This page contains the local phone numbers in foreign countries for joining the conference. Published: 1/24/

40 Scheduling an AT&T Voice-Only Conference URL to the AT&T Connect audio conference monitor the URL used to access the AT&T Connect audio conference monitor for your AT&T Voice only account. Comments comments that appear in the conference invitation. Note: All the above information is available in the AT&T Registration you received when you first signed up for the service. 5. Click OK. The voice-only account is added to the list of voice-only accounts in the AT&T Voice-Only Accounts tab. If this is your first AT&T Voice-Only account, it is automatically set as the default Editing a Voice-Only Account 1. Select the account you want to edit in the Account Settings window. 2. Click on the Edit button ( ) to open the Edit AT&T Voice-Only Account window. 3. Enter your changes and click OK Setting a Voice-Only Account as Default If you have more than one voice-only account, you can choose one to set as the default account. To set a voice-only account as the default account: 1. Select the account you want as your default account in the Account Settings window. 2. Click on the Set as Default button ( ) and click OK. A checkmark ( ) appears next to the name of the default account Removing a Voice-Only Account 1. Select the account you want to remove in the Account Settings window. 2. Click on the Remove button ( ) and click OK. The account is removed from the list. 3.2 Scheduling an AT&T Voice-Only Conference This section describes how to schedule a single or recurring AT&T Voice-Only conference from your Microsoft Outlook. Note: You can schedule an AT&T Voice-Only conference if at least one AT&T Voice-Only account is defined. For information on creating and modifying your account settings, see Creating and Managing Your AT&T Connect Web Accounts. 40 Product Version: v9.5

41 Scheduling an AT&T Voice-Only Conference Opening an AT&T Voice-Only Meeting Request in Outlook Choose one of the following ways to open a new Outlook window. The interface may look different if you also have an AT&T Connect account. For Single Conferences 1. Click on the AT&T Conference button in the main Outlook window. If you have both Voice- Only and Web conferencing set up, click on AT&T Voice-Only Conference (Outlook 2007) or New AT&T Voice-Only Conference (Outlook 2010) in the AT&T Conference drop down menu. or Figure 36 AT&T Voice-Only menu items in Outlook 2007 & 2010 or 2. In the Outlook 2007 menu bar, click on the AT&T Conferencing menu and select AT&T Voice- Only Conference. Figure 37 AT&T Conferencing menu and AT&T Voice-Only Conference item 3. In the Outlook 2010 menu bar, click on the AT&T Conferencing tab and select New Voice Conference. Published: 1/24/

42 Scheduling an AT&T Voice-Only Conference Figure 38 New Voice Conference button in Outlook2010 AT&T Conferencing ribbon Notes: In Outlook 2010, recurring meetings will appear in this menu only in Calendar view. In both Outlook versions, AT&T Web Conference and AT&T Voice-Only conference groups/menus will appear and disappear according to the existence of at least one account of each type respectively. or In Calendar view, right-click on specific calendar time slot and select New AT&T Voice-Only Conference. Figure 39 Open new AT&T Voice-Only Conference from Calendar view 42 Product Version: v9.5

43 Scheduling an AT&T Voice-Only Conference Additional Ways to Open a Meeting Request Outlook 2007: In the top menu bar, click on the Outlook File menu, and select AT&T Voice-Only Conference. Outlook 2010: In Home tab, click on the New Items button and select AT&T Voice-Only Conference. Recurring Conferences Outlook 2007: In Calendar view, click on Actions in the toolbar, and select New Recurring AT&T Voice-Only Conference. Figure 40 New Recurring AT&T Voice-Only Conference from the Actions menu Published: 1/24/

44 Scheduling an AT&T Voice-Only Conference Outlook 2010: In Calendar view, click on the AT&T Conferencing menu and select New Recurring Voice Conference. Figure 41 New Recurring Voice Conference item in AT&T Conferencing ribbon A new Outlook window opens for sending an AT&T Voice-Only meeting request. Figure 42 AT&T Voice-Only meeting request If the account is linked to the AT&T Connect audio conference monitor then in addition to the dial in numbers the AT&T Voice-Only meeting request contains a link to the AT&T audio conference monitor meeting room associated with the account as shown in. 44 Product Version: v9.5

45 Scheduling an AT&T Voice-Only Conference Figure 43 AT&T Voice-Only meeting request and AT&T Connect audio conference monitor link In both cases the Location box automatically displays the default dial-in access information for your account. The body of the meeting request is automatically filled with the dial-in instructions for the selected voice-only account. If you requested the conference from a specific calendar time slot, the date, the start and the end times automatically appear in the Start time and End time boxes. Published: 1/24/

46 Scheduling an AT&T Voice-Only Conference Viewing and Switching Your AT&T Account 1. Click on the Settings menu to open the sub-menu with the list of your available AT&T Voice- Only accounts. The selected account is marked with a check. Figure 44 Switching AT&T Voice-Only accounts 2. To switch the account, click on a new account in the list. The check is displayed next to the name of the new account and the body and location of the request is changed. Notes: The list will include only AT&T Voice-Only accounts. You cannot switch to an AT&T Connect Web account from within the AT&T Voice-Only meeting request. Changing to another account will replace the text that was added automatically to the invitation. You can add text above and below the body, and this text is kept for this account. However, text that you add in the middle of the automated text is removed when you change to another account Sending the Request 1. Add recipients in the To box. 2. Add the subject of the conference in the Subject box. 3. Select the start and end times if you did not open the request from a calendar time slot. 4. Optionally add text to the body of the request. 5. Click Send. 46 Product Version: v9.5

47 Converting a Scheduled Meeting into a Voice-Only Conference 3.3 Converting a Scheduled Meeting into a Voice-Only Conference 1. Open the meeting you wish to convert. 2. In the Outlook meeting request, click on the Make this an AT&T Conference button in the ribbon (When two types of accounts are set up, you will need to select AT&T Voice-Only Conference in the sub-menu). Figure 45 Changing a scheduled meeting into a Voice-Only conference The Location box displays the phone numbers and the automated text is added to the body. 3.4 Joining a Conference The AT&T group on the Meeting ribbon in a meeting invitation contains up to two buttons that can be used to join an AT&T Voice-only conference. A Dial-In Instructions button that accesses a set of instructions for dialing into the conference. A Join Conference button that accesses the conference directly if the AT&T Voice-only conference account is associated with the AT&T Audio Conference Monitor. Alternately you can join the conference from the Toast Message when it is displayed, as described in the section on page 25. Published: 1/24/

48 Joining a Conference To join a conference using the Dial-In Instructions: 1. At the time of the meeting, open the conference s invitation and click the Dial-in Instructions button to open the Dial-in Instructions page. This page lists all the information you need to connect to the conference. Figure 46 Dial-In Instructions button Figure 47 Dial-In Instructions window 2. Follow the instructions to dial the Teleconference Service and connect to the conference. To join a conference using the Join Conference button: 1. At the time of the meeting, open the conference s invitation and click the Join Conference button to open the specific conference s welcome page. 2. Select either to join the conference as a Guest or as a Host or then follow the instructions on the page to join the conference. 48 Product Version: v9.5

49 Working in Delegate Access or Shared Calendar Mode 3.5 Working in Delegate Access or Shared Calendar Mode If you manage someone else s calendar using Outlook s Delegate Access or the Share Calendar feature (for example, if you are an assistant who manages your manager s calendar), you can create AT&T Connect Web conferences, AT&T Voice-only conferences and AT&T Telepresence Solution conferences for this person just as you would create regular Outlook meetings for them. Once you click on the manager s calendar, your add-in for Outlook functions as if you are in the manager s calendar. For example, when creating a new AT&T conference, the meeting is created in the manager s calendar with the manager s credentials. This means that you, as an assistant, do not have to have a valid account defined for you as long you have Outlook add-in. You can even define a new account (using the Account Settings window) for your manager. Outlook Delegate Access and the Share Calendar features support a variety of permission settings. Of these, the only permissions relevant to AT&T Connect meetings are those that allow managing meetings on behalf of another. In order for you, as the assistant to manage your manager s calendar, your manager needs to designate you as a delegate. The following steps explain how to do this For Microsoft Outlook 2007 To allow work with AT&T Connect conferences in Delegate Access or Shared Calendar mode, the manager must perform the following: 1. In Calendar view, right-click the Calendar header bar and select Properties to open the Calendar Properties window. Then click the Permissions tab. Published: 1/24/

50 Working in Delegate Access or Shared Calendar Mode Figure 48 Permissions tab in the Outlook 2007 Calendar Properties window or 2. From the main menu, select Options from the Tools tab and click the Delegates tab. Then Add or select the user to whom you want to grant permissions (such as your assistant). 50 Product Version: v9.5

51 Working in Delegate Access or Shared Calendar Mode Figure 49 Delegate Permissions window for Outlook Assign permission levels to the delegate. To work with the AT&T Conferencing Outlook add-in, you must set one of the following permission levels when sharing a calendar between you and the other user, or when delegating access to another: Owner Editor Author Publishing Author Publishing Editor 4. Ensure that the AT&T Connect add-in for Outlook is installed on your and your assistant s computers. 5. Check with the system administrator that your and your assistant s accounts are with the relevant permissions in the ACC. Once the meeting is scheduled, it is sent to the invitees as a regular Outlook meeting from the conference owner (the manager). From this point, the manager can manage and join this Published: 1/24/

52 Working in Delegate Access or Shared Calendar Mode conference from his/her calendar. You, as the assistant, can open and manage and the conference invitation by accessing the manager s calendar. Note: When creating, updating or deleting a conference, the process is the same as described above for single or recurring conferences. Important: When scheduling a meeting in someone else s calendar using delegation, Outlook will ask whether you wish to add the meeting to your calendar. You must choose No. For the meeting to be properly displayed in your calendar, add yourself as a regular recipient to the meeting while scheduling or updating it. To Report a problem see Reporting an Application Problem For Microsoft Outlook 2010 To allow work with AT&T Connect conferences in Delegate Access or Shared Calendar mode, the manager must perform the following: 1. In Calendar view, go to the Calendar menu and select Calendar Permissions. 2. The Calendar Properties window appears opened to the Permissions tab option as shown here. 52 Product Version: v9.5

53 Working in Delegate Access or Shared Calendar Mode Figure 50 Permissions tab in the Outlook 2010 Calendar Properties window Or 3. From the main menu, select File > Options > Calendar. The Calendar Options window appears as shown in Figure 51. Published: 1/24/

54 Working in Delegate Access or Shared Calendar Mode Figure 51 Accessing Permissions from File Options in Outlook Select Free/Busy Options as highlighted in Figure 51. The Calendar Properties window appears opened to the Permissions tab option. See Figure Assign permission levels to the delegate. To work with the AT&T Conferencing Outlook add-in, you must set one of the following permission levels when sharing a calendar between you and the other user, or when delegating access to another: Owner Publishing Editor Editor Publishing Author Author Nonediting Author Reviewer Contributor Free/Busy time, subject, location Free/Busy time None 54 Product Version: v9.5