Conference Connect for Lync User Guide

Transcription

1 Conference Connect for Lync User Guide BT Conferencing Issue 1.0 March 2013 Contents 2 What is Conference Connect for Lync? Introduction 3 Setting up Conference Connect 4 How to launch 5 First time launching 6 Launch screen Inviting 7 Inviting to your conference 8 Inviting individuals by drag & drop 9 Inviting groups by drag & drop 10 Adding phone numbers for dial-out Managing your conference 11 Managing & controlling a conference 12 Conference controls 13 Status 15 Redial list Joining 16 Joining someone else s conference 17 Participant only usage Additional information 18 Show account details 18 Quick links Troubleshooting 19 Error messages

2 2 Introduction What is Conference Connect for Lync? Conference Connect is an add-on application, specifically designed for Microsoft Lync, that makes it easy to start, manage and join ad hoc MeetMe audio conferences. It does this by using your Lync contact information to identify and dial out to people you want to connect with. Whenever you use Conference Connect you enjoy a seamless transition from communicating by instant message to initiating an audio conference in a few clicks, plus, you have a choice of ways to invite people to join. You don t need a conferencing account to use Conference Connect, but to take advantage of its full capabilities we recommend you have an account set up. Typical Lync IM window

3 3 Installation & set up Setting up Conference Connect 2. Desktop icon Once the Conference Connect client is installed by your IT department, the Conference Connect icon will show up on your desktop. You can set up Conference Connect to launch from your desktop in a variety of ways. 1. Quick tray During installation, the Conference Connect icon is added to the quick tray area in the bottom right of your screen. 2. Desktop icon During installation, the Conference Connect icon is added to your desktop. 3. Right click on a contact, select Conference Connect. This option is always available. No set up required. 4. Taskbar If you want the Conference Connect icon to show up near the Windows icon in the bottom left of your screen, Right click on the desktop icon. Select Pin to Taskbar. 5. Start Menu If you want the icon to show up in your programs list in your Start Menu, Right click on the Desktop Icon. Select Pin to Start Menu. 6. Program folder (not shown) Conference Connect will automatically install on your computer in Program Files (x86) > BT Conferencing > Conference Connect. 5. Via the Start Menu 4. Taskbar icon 1. Quick tray icon 3. Select contact, right click, then select Conference Connect

4 4 Installation & set up How to launch So you now have 5 ways to launch Conference Connect Use Conference Connect when you need to: Manage an ongoing audio conference. Start a meeting by dial-out or by inviting participants to join. Join someone else s audio conference. 2. Desktop icon Double click to launch 5. Via the Start menu Select to launch. 3. Select contact, right click, then select Conference Connect to launch 4. Taskbar icon Double click to launch 1. Quick tray icon Double click to launch

5 5 Installation & set up First time launching After installation, you will get one of these screens depending on whether you have an audio conferencing account or not. You have an audio conferencing account If the servers recognize you and your account, you need to enter your chairperson passcode in this screen to complete the last step for set up. You do not have an audio conferencing account You will get this screen if you do not have an audio conferencing account. You can still join other people s conferences if you don t have your own account. To request an account, click this icon. It will bring you to a web page where you can request a new audio conferencing account. If you have an audio conferencing account, and still get this screen, please call the helpdesk.

6 6 Installation & set up Launch screen On launch, the Conference Connect window will dock to either the right or left of the Lync window. Each header displays major functionality up front so it is easier to find. The +/- expand and contract each section when clicked. Your Conferencing Account(s) This shows how many audio conferencing accounts you have. The name displayed is the same as the Name in the account details section of your welcome . Refresh icon Clicking this makes Conference Connect resync with the audio conferencing bridges. You may have to do this if you have multiple accounts. Information icon This links back to informational web pages about Conference Connect. The Powered by BT graphic in the upper right corner indicates the conferencing service provider. If you need to switch conferencing accounts, simply select another account from the drop down menu. Invite to conference Streamlines inviting colleagues by drag and drop and gives you 3 ways to invite them: dial out, IM or . Manage Conference Gives you easy access to call controls and see who is in your conference. Dial out Lets you see and change the phone numbers of the people you want to invite by dial out. Join a conference Makes it easy for you to store and join someone else s conference as well as see who is in that call. Show account details Gives you your audio conferencing account details including dial-in numbers and passcodes. Quick links Provides easy access to resources on using Conference Connect.

7 7 Inviting Inviting to your conference Conference Connect makes it easy to invite colleagues to your audio conference. You can drag and drop individuals or groups from your Lync window to the drag and drop area, then choose one of 3 methods: 1. Dial out This adds your selected contacts to the Dial out section. You can see the names and numbers. Once you select Dial out the conferencing bridges dial out to your selected contacts. Your contacts just need to follow the voice prompts to join the conference. Note: Your Chairperson dial-out details are always added to the dial-out section, remove if you have already joined your conference. 2. IM (instant message) van den Toorn,B,Ben; Byragoni,G,Ganesh; Instant Meeting Conference Connect automatically starts an IM to your selected contacts with your audio conference dial-in number, Global Access URL, and participant passcode. 3. e mail Stephanie Demo has invited you to attend a conference call. Audio information: Dial the conferencing service directly, and enter the participant code shown below: Toll: Global access numbers: Participant Code: Conference Connect automatically starts an to your selected contacts with your audio conference dial-in number, Global Access URL, and participant passcode.

8 8 Inviting Inviting individuals by drag & drop Inviting colleagues is easy when you drag and drop them from your Lync client to the drag-drop box. 1 Select an individual then drag & drop from the Lync window to... 2 The drag-drop box, then choose which method to invite participants: dial out, IM or . 3 If is selected, then each contact is added to... 4 The dial-out section where you can: Confirm role, by checking or unchecking Chair Select phone number for each person (home, mobile, etc) if multiple numbers are available Add new numbers Edit phone numbers Remove or add participants Click to have your audio conference call each person. NOTE: After clicking the Dial out button, all participants are called simultaneously into your conference. CAUTION: When dragging and dropping, be sure to position your cursor AFTER the semi-colon (;). If you position your cursor in the middle of someone s address, the second address will be inserted in the middle of the first contact s address Remove contact deletes someone from your list. Add contact so you can manually enter information to dial out if someone is not in your Lync directory. Remove all contacts clears all contacts from the dialout list.

9 9 Inviting Inviting groups by drag & drop Inviting groups of colleagues is also easy when you drag and drop them from your Lync client to the drag-drop box. Instead of selecting an individual: 1 Select and drap & drop a group heading from the Lync client to... 2 The drag-drop box, then choose which method to invite participants: dial-out, IM or . 3 If is selected, then each contact is added to... 4 The dial-out section where you can: Confirm role, by checking or unchecking Chair Select phone number for each person (home, mobile, etc) if multiple numbers are available Add new numbers Edit phone numbers Remove or add participants Click to have your audio conference call each person. NOTE: After clicking the Dial out button, all participants are called simultaneously into your conference. TIP: Groups are similar to distribution lists. Create groups by project or function to make escalating to an audio conference much easier. TIP: If there is no phone number for a colleague, then this contact doesn t have a phone number stored in Lync, or has not shared the number with you

10 10 Inviting Adding phone numbers for dial-out Sometimes you need to manually add someone s phone number because it s not already in the Lync directory. To add a new number: 1. Click on the downward arrow next to the individual s phone number. 2. Select the country. If you want to call someone s extension, select Internal. 3. Enter the phone number. 4. To save, hit tab or click elsewhere in the Conference Connect window. Conference Connect will save that person s phone number in the drop down menu and you just need to select it. Conference Connect uses cookies to store this information on your PC. There is no limit to the number of phone numbers you can store for each person. Note: Internal will only display for customers on BT s OnNet dedicated service offering. This allows direct dial to internal extensions

11 11 Managing your conference Managing & controlling a conference Once a conference has started, Conference Connect automatically opens the Manage conference section. The Join a conference section is suppressed while you are in your own conference. The Manage conference section has 3 major parts: 1. Conference controls These are the same as the touchtone commands you can use to manage your conference from your telephone keypad. 2. Participant list This is a list of all participants, including chairperson(s), currently in the conference or attempting to join the conference. 3. Redial list These are participants who were in your conference but have been disconnected or have left the conference.

12 12 Managing your conference Conference controls Conference controls let you manage your conference more easily. End conference disconnects ALL participants from the conference. Unmute all shows all lines are open. Click to mute. Mute all shows all participant lines are muted but not the chairperson(s). Click again to unmute. Unlock conference allows any participant to join your conference. Lock conference prevents anyone from entering the call, including an operator. Next to the conference controls is the count of your active participants. Print roster creates a list of the active participants in your call and creates a new screen. It will not include participants who have dropped. To return to Manage Conference, click. Print roster if you need a record of the active participants in your conference. Start recording initiates a recording of the audio portion of your conference. Stop recording stops the recording. Operator assistance connects you with an operator who will be able to troubleshoot your conference issue.

13 13 Managing your conference Status Conference Connect clearly displays the status of each participant in the conference. Chairperson On hold Connected Connecting Disconnected Active Speaker (coming in future release) When the chairperson joins the conference, but there are no other participants, Conference Connect will put the chairperson on hold. The chairperson status will change to chairperson joins. as soon as one participant successfully

14 14 Managing your conference Individual line controls Conference Connect makes it easy to control the audio line of each participant in your conference. Unmute shows the individual s line is open. Click to mute. Mute shows individual s line is muted. Use when a participant is in a noisy location such as an airport. Click to unmute. Eject participant allows you disconnect a participant. Rename participant. Use this option when participants join from unrecognized phone numbers. Conference Connect will store their name and associated phone number for you. Conference Connect uses cookies to store this information on your PC. Charles Sample

15 15 Managing your conference Redial list Redial list shows participants who were in your conference but disconnected. Conference Connect makes it easy to dial out to them. Simply click the redial icon,, and Conference Connect will call the participant at the displayed phone number. Once a participant connects, that person s name and number will show up in the participant list above.

16 16 Joining Joining someone else s conference Join a conference allows you to quickly connect to someone else s MeetMe Conference without having to look up phone numbers or dialing any numbers. You are able to store a personal list of the MeetMe accounts for the people who you communicate with the most. Join a conference has the conference call you and speeds up connecting you to the chairperson s web conference. Once you are in the conference you can click to see the other participants. Users can add new conference information, delete existing information, and join the audio portion by clicking the join audio conference icon, or click the join web conference icon to start the BT WebJoin feature. To join another users conference call: 1. Select the phone number at which you want to be called from My phone number drop down menu. 2. Select a saved Conference Name or add a new one. Note: You can copy and paste MeetMe Passcodes from s, IMs, etc. or type them in. 3. Select the audio conference icon to join only the audio conference or the web icon to join audio and web conference. 4. Click to see who is on the audio bridge. Note: You can only monitor who is in the call, not change the status, names or mute.

17 17 Joining Participant only usage This view shows all sections and functionality for a user without an audio conferencing account. Even if you don t have your own audio conferencing account, you can still use Conference Connect to join other people s conferences. This is the launch screen for someone who doesn t have an audio conferencing account. Only the Join a conference and Quick links section are available. This view shows the stored conferencing information for a user. Users can: Add new conference information for calls they join frequently. This icon clicks through to a web page where you can request a new audio conferencing account. Delete existing conferencing information. Join the audio portion by clicking the join audio conference icon. Join web conference via WebJoin by clicking the web conference icon. (WebJoin must be set up on the chairperson s conferencing account.)

18 18 Additional information Show account details This shows the details of the currently selected audio conferencing account. The Global Access number link has a big button so you can find and access global dial-in numbers quickly. Conference Connect software client and server versioning information is displayed under the Global Access button. Quick links This shows the quick links section. The links connect to more information on Conference Connect and how to use it. The My Recordings link connects to the web site that stores your audio conference recordings.

19 19 Troubleshooting Error messages Error message Dial out errors Please enter a valid phone number. For example: (US), (UK). Sorry, we cannot support more than 40 dialouts at this point. Sorry. Chair dial-out is disabled for this call. Please dial-in manually using your phone. Passcode and password errors The Chairperson Passcode you entered is invalid. Please enter a Participant Passcode. Participant Passcode you entered is invalid. The User Name and Password combination you entered is invalid. International calling Dial-out was not executed for the following as international dial-out is blocked for this account. Joining error The meeting has been locked. No more participants can join. Only the Chairperson can join, if disconnected. How to fix it Enter the phone number with no formatting, no word spaces, no punctuation. Select the correct country code and then enter the local phone number without the country code. If the number is in the US or Canada, enter the standard 10 digit number. For phone numbers outside the US enter the standard format minus the country code. Reduce the number of colleagues you are inviting by dial-out. Only 40 simultaneous dial out sessions are supported. You can dial out multiple times as your bridge account might support larger MeetMe conferences. If you encounter this error when using the Join feature, the chairperson s meeting you are trying to join doesn t have dial out capability. Please dial into the meeting using the phone number and passcode provided. Check your welcome for this information. If you cannot find it or resolve the issue, please contact the helpdesk. Check that you entered the passcode correctly. Get this information from your chairperson. Check that you entered the passcode correctly. Get this information from your chairperson. Check your welcome for this information. If you cannot find it or resolve the issue, please contact the helpdesk. Contact the helpdesk to have international dial-out enabled for your account. As a participant, you can t fix this. Try contacting the chairperson that you cannot join because the conference is locked, and to unlock the conference so you can join.