Connect. Communicate. Collaborate.

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2 Welcome to is working with Tata Communications and Cisco to provide a trial during Q1 FY12 with Cisco TelePresence video conferencing and Tata Communications global meeting exchange and support services. New TelePresence video conferencing rooms at the Center, Seattle, London Center and Shanghai Center offer stateof-the art video conferencing, with life-size images to improve communication and engagement. Tata Communications Global Exchange enables business-to-business and public room conference calling between networks around the globe with ease and simplicity. The goal is to provide you with outstanding service and effective support so you have everything you need to make your video conferencing experience simple and successful. This handbook includes information on the full range of functionality available, to help ensure you have a successful TelePresence meeting experience. a

3 a To Launch TelePresence The following calls do not require any action by the end user. The conference will automatically launch at the designated start time: Internal Telepresence Conferencing Telepresence to Tata Public Rooms Telepresence to Business Partner on Tata Global Exchange (GMX) Manual requires end user action to launch conference. Telepresence to Business Partner on Other Exchange (BT, Cisco, Orange, Telefonica & Verizon) a host PIN code or participant PIN code is required. Manual Instructions 1. On Cisco Phone, select Manual 2. Select New Call 3. Enter Dial In Number 4. Press Dial 5. Wait for bridge to answer 6. Enter PIN code a

4 To Add an Audio (i.e., InterCall) 1. On the Cisco Phone, select Confrn. 2. Enter 900, then the Dial-In number and then press #. 3. Press Dial. Note: Video screens will go black until audio conference is joined into the video conference. 4. Wait for the bridge to answer. An automated voice will ask you to enter the PIN. 5. Enter the PIN on the keypad. The DTMF tones will be made by the phone. 6. An automated voice will announce that you are being transferred into the conference. 7. Press Confrn To Mute Your Call To mute and unmute, hit the mute button on the microphone on the table. This is a toggle off/on. Note: Mute on phone will not mute audio on conference. To End Your Call To end a call, hit the End Call button on the IP Phone If your conference ends early: 1. Please press Live Desk, when IVR answers press 1, then press 1 again. 2. Tell your Help Desk Operator your ID and that you want to end your meeting early. a

5 Enhancing with the Projector Feature To include a presentation within your call, connect your computer to the LCD screen plug on the table and tighten the screws (the projector plug is the 15-pronged cable). Please note: Only one room can use the projector function at a time. If another participating room wants to display a presentation, the current presenter must unplug their computer. a

6 It s easy to have a positive and productive meeting. Here s a few tips on what to do and what not to do to enhance the experience for everyone. You will see how simple it is to be more collaborative, enable faster decisions, and travel less. The Virtual Video Conferencing Room is designed for success so check the room environment. Be sure to: Turn on lighting at 100% Close the door Close windows and blinds Avoid walking behind the unit Be careful not to touch the plasma screen Start and finish your meeting on time Your Behavior and Actions are a big part of the success of your meeting. Be sure to: Sit facing the screen Be conscientious of food and drinks in the room Speak in your normal voice Avoid standing Align yourself with one speaker so the camera can find you (notice the segments on the screen display) Be conscientious of your appearance and manners Laptops and Other Equipment need attention to enhance your meeting experience. Be sure to: Avoid blocking your microphone Close your laptop if not needed for presentation Hide your power cord to avoid a cluttered look a

7 TelePresence Global Help Desk If you are in a room, press the Live Desk help button. For assistance in other locations, please call your local TelePresence help desk. n USA n UK n Elsewhere a

8 TelePresence Site initiating conference Site joining conference launched automatically or Manual Call Location to select conference rooms Auto Launch Private Rooms Tata Public Rooms Auto Launch Private Rooms Public Rooms Business Partner on Tata Global Exchange Auto Launch Private Rooms External Parties Tata Global Exchange Business Partner on Other Exchange (i.e., Cisco, BT, Orange, Telefonia, Verizon) Manual Call (requires have host code) Private Rooms External Parties Other Exchange Networks Non-TelePresence Business Partner Auto Launch (call VNOC to configure auto launch) Private Rooms External Parties Other Exchange Networks a

9 There are two ways to schedule meetings: 3. Online 4. Phone Online 1. Go to and enter your username and password. 2. Select Book Rooms, followed by Create a New and enter the required information (subject, date, time, etc.). Select type of rooms for conference you are booking: 3. Select the type of rooms you will be requesting: a. To add private and/or Tata Public Rooms into the conference, select the Select Rooms tab. i. Adding your company s rooms: Select the Private Rooms tab and choose the room(s) from the displayed list. ii. Adding Tata Public Rooms: Select the Public Rooms tab and choose the room(s) from the displayed list. b. To schedule a Business Partner call, select the Add/Remove External Parties tab. i. Adding parties from companies other than your own, but are on the Tata Global Exchange: Select the Tata Global Exchange tab and choose the company you want to have a conference from the drop down list. ii. Adding parties from companies that are on an exchange other than the Tata Global Exchange: Select the Other Exchange Networks tab and fill out the information requested on the portal. Indicate if you or one of the other companies is the host of the conference, in order to specify whose dial-in conferencing service will be used to host the call. (It is possible to have Private, Public, and other exchange network rooms in the same conference. If such conference has both Public room(s) and room(s) of another Exchange, please schedule the conference as Yes, You are hosting this meeting. 4. Fill in all necessary information and click Next to proceed through each page. 5. On completion, click Place Order and the conference information will be generated and ed to you. Note 1: In order to secure room usage and prevent conflict, you must reserve a room in the Tata Communications Portal. Note 2: If your other party in a Business Partner conference has already scheduled the conference and has given you the dialing instructions, you still MUST add your rooms to that conference by calling VNOC. Otherwise, the conference may not work properly. a Ü

10 Û Phone 1. Call , or when calling from outside the U.S., press 1 for English, followed by option 2. Be sure to have your conference details ready: a. For your company: Rooms participating, number of participants per room, billing codes, etc. b. For external rooms: Name of the company, number of rooms per company. VNOC may need additional information such as the service provider for the external rooms. c. Tata Public Rooms: Rooms participating, number of participants per room. If you do not have a prepaid account, you will be required to provide Credit Card information. 2. The VNOC Operator will schedule your reservation. Note 1: In order to secure room usage and prevent conflict, you must reserve a room in the Tata Communications Portal. Note 2: Users of external rooms may need to contact their service provider to confirm a reservation. a