User guide. Using BT MeetMe with Microsoft Lync Enterprise.

User guide. Using BT MeetMe with Microsoft Lync Enterprise.

Contents. Introduction Why, when, and what Scheduling and inviting Scheduling a conference with Outlook Joining Joining the conference Joining with BT MeetMe Dialling out to participants Managing your conference Managing individual participants Managing all participants Advanced features Lync Meeting Options Touchtone commands Additional information Best practices

Introduction. Why, when, and what. Why use BT MeetMe with Lync Enterprise? Lync is a powerful collaboration platform and an effective communication tool for its users. BT MeetMe complements Lync by giving you the ability to hold a conference call with a team of people whether they connect via Lync or not. This is very useful if you work with colleagues who are outside your company, or away from their computers and need to join from a regular public telephone network or mobile phone. BT MeetMe also provides: dial-in and dial-out access to over 50 countries live operator support. 2

Introduction. When to use BT MeetMe? NOTE: You can use your BT MeetMe or BT MeetMe It s best to use BT MeetMe when you: need to conference with someone who doesn t have access to Lync need to host a conference with some Lync users and some who need to join by mobile or landline are unsure how your participants will join need to dial-out to participants don t have a good quality PC headset with microphone have a slow, unreliable or unavailable internet connection are travelling or commuting need the best audio quality (the service also supports BT MeetMe with Dolby Voice) have participants joining from other countries whose internet or phone service may not be reliable, or provide good audio quality have a PC that is not powerful enough to process voice. with Dolby Voice account without Lync. What do you need to use BT MeetMe with Lync Enterprise? Your BT MeetMe welcome email A Lync account set up for you by your company s Lync administrator A connection to the Microsoft Exchange server Microsoft Outlook to schedule Lync conferences. A BT MeetMe for Lync Enterprise welcome email 3

Scheduling and inviting. Scheduling a conference with Outlook. To use BT MeetMe with Lync Enterprise, you must schedule your conference through Outlook. Fortunately, you can schedule it minutes before you need to meet. 1. Open your calendar in Outlook. 2. Select New Lync Meeting. This is located in the ribbon of your Outlook calendar. 3. Send out your invitation. Fill out the invitation as you normally would. You ll see that your BT MeetMe audio details are automatically inserted into your calendar invite. NOTE: If you are in an ad hoc Lync meeting, you can still use the service without the need to schedule in Outlook. You can simply use the Lync meet now capability. 4

Joining. Joining the conference. The easiest way to start or join is through Lync. Both the chairperson and participants can use any of the following methods to join. NOTE: The conference begins when the chairperson has joined. Joining. There are four ways to join your conference: 1. Click the Outlook meeting reminder When your Outlook meeting reminder pops up, click Join Online. 2. Click the link in the invitation header Click Join Lync Meeting in the ribbon. 3. Click the link in the invitation body Click Join Lync Meeting or the link in the body of the invitation. 4. Dial-in using the BT MeetMe dial-in numbers The toll-free, toll, and local dial-in numbers are in the invitation. NOTE: As the chairperson, you must use the chairperson passcode provided in your welcome email. The Outlook invitation only provides the participant passcode. 5

Joining. Joining the conference (con d). Select options. Next, you need to select how to join the audio portion. This screen will display for participants too. Your options are: 1. Use Lync (full audio and video experience) Select if you have a good quality PC headset with microphone. 2. Call me at: If you want the conference to call you on your regular or mobile phone, you can select an existing number for yourself or add a new one. 3. Don t join audio Select if you only want to watch the web conference or online meeting, or if you have already dialled in manually. 6

Joining. Joining Joining the conference (con d). Joined successfully. In the Lync window, the conference can begin when the chairperson s name shows under Presenters. As participants join, they will appear as Attendees. If a participant dials directly into the conference using one of the BT MeetMe dial-in numbers, that person s phone number will display under Attendees. The meeting details are easy to access from the Lync meeting window through the Meeting Entry Options link. 7

Joining. Joining Joining with BT MeetMe. When you don t have the right headset and microphone, or your internet connection is unreliable, you can connect to your Lync conference using BT MeetMe. This is ideal when you re travelling, commuting or anywhere you don t have a PC powerful enough to process voice audio. This applies to chairpersons as well as participants, enabling you to continue your conference without the need to join through Lync. To join with BT MeetMe. 1. Dial one of the numbers in the Join by phone section. 2. Enter the participant code followed by #, and follow the prompts. You can still join the web portion of the conference. 8

Joining. Joining Dialling out to participants. During your conference, you can dial-out to participants to make it easier for them to join. From your Lync conference window: 1. Click on the people icon to access the menu. 2. Select Invite by Name or Phone Number. 3. You will get a new window titled Invite by Name or Phone Number. 4. Select the contact(s) you want to invite and click OK. If you don t have their complete information, you may have to enter their phone number including the international dialling code. NOTE: Different participants display different icons. Dial-out participants have a phone icon, while participants who have dialled in have the white square status icon. Participants who have joined through Lync have the red in a meeting status icon. 9

Managing your conference. Managing individual participants. Make a Presenter / Make an Attendee. You can change an individual s role by right-clicking on a participant and selecting Make an Attendee or Make a Presenter. NOTE: You can only change roles for those who have joined through Lync. Mute/unmute individuals. Anyone who dials in using a BT MeetMe number will automatically have their lines open (unmute). Anyone who joined this way can mute or unmute their own line by pressing *6. Anyone who joins through Lync Enterprise will automatically be on mute. People must open their own line by clicking the muted phone icon. The chairperson can mute any person s line at any time. Unmuted: this symbol means the line is open. This is the default setting if you join by calling one of the BT MeetMe dial-in numbers. Muted: this symbol means the line is closed. This is the default setting if you join through Lync. Remove individuals. You can eject someone from your conference by selecting that contact, then right-clicking and choosing Remove from the menu. 10

Managing your conference. Managing all participants. With these features, you can manage everyone in the conference with a few clicks. 1. Invite More People See page seven Dialling out to participants. 2. Invite by Email You can forward your meeting details by email to any missing participants. 3. Everyone an Attendee Use this feature if you need to take away presenter rights from everyone except yourself, the chairperson. 4. No Meeting IM Prevents IM during the meeting. 5. No Attendee Video Prevents users sharing their Video during meetings. Ending the conference. A Presenter can end the conference by right-clicking on the icon and selecting End Meeting. 11

Managing your conference. Advanced features. Lock conference. Locking your conference prevents any new participants from joining, including an operator. It will prevent participants from joining through Lync or BT MeetMe. TIP: Only lock your conference after everyone has joined. TIP: Only lock your conference after everyone has joined. Lobby. Lobby is a virtual meeting room where participants can wait until the chairperson has started the conference. Lync Meeting Options. Audio conferenceoptions. You can set who has permission to join your audio conference without waiting in the lobby. The lobby puts callers on hold until the chairperson or organiser joins the audio conference. The organiser can join through BT MeetMe or Lync. NOTE: Don t enable Organiser only (locked). This will prevent anyone dialling in with BT MeetMe from joining your Lync conference. Web conference option. In the Presenters section, you can set who has permission to present on the web conference for this meeting. 12 TIP: Check Remember settings if you want to make these the settings for most of your meetings.

Managing your conference. Touchtone commands. To use these commands, you must join your Lync Online conference with BT MeetMe and enter these commands on your telephone keypad. You can use your BT MeetMe account without Lync.TIP: Only lock your conference after everyone has joined 13

Additional information. Best practices. Learn the habits and methods of effective conference leaders for the most successful conference calls. 1. Don t share your chairperson passcode. This can lead to fraudulent or unauthorised use. 2. Schedule your conference in advance. Last minute calls mean less participation from your target audience. 3. Prepare an agenda for your meeting. 4. Send out your agenda and any meeting materials to all participants in advance of the meeting. 5. Kick-off your meeting by introducing yourself, outlining the agenda, and providing the ground rules for your conference i.e. This call will be interactive, please ask questions at any time, or A question and answer session will follow immediately after the presentation. 6. Mute your line to reduce background noise on the conference call. If your phone does not have a mute button, press *6 to mute your line and *6 again to unmute. If you join a conference call from a mobile phone, it s best to mute your phone to eliminate distracting noise and static. Follow the above instructions to mute and unmute your phone. 14 7. Try to avoid using a speakerphone. However, if necessary, be sure to use the mute button when not speaking. Sometimes using a speakerphone can diminish the sound quality of your conference call. 8. While on a BT MeetMe call as a chairperson, achieve better sound quality, muting your participants lines by pressing *5. This feature activates presentation mode. Press *5 again to deactivate presentation mode. 9. NEVER under any circumstance, connect two conference calls together using the conference feature on the phone. This creates a condition called cross-talk that degrades the quality of all connected conference calls. 10. Speak clearly and pause frequently when delivering complicated material. 11. Press *0 for in call assistance for any functionality and/or any conferencing issues and a service desk agent will join your call and endeavour to address your issues. Prior to raising an incident with the BT Conferencing help desk, customers are asked to have undertaken appropriate diagnostics as detailed in your IT departments admin guide and have performed initial troubleshooting to ensure any service issue is not attributable to your local customer IT infrastructure service. 12. Share a website, application or your desktop. This is more interactive than using screenshots in your presentation, and you can turn over control of the application to other participants. This allows you to demonstrate dynamic content and break up the monotony of slide pushing. 13. Share your files. Transfer files, documents or the presentation to your participants immediately. Stay at the front of your participants minds by leaving them with something concrete.

Offices worldwide The 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 2015. Registered office: 81 Newgate Street, London EC1A 7AJ. Registered in England No: 1800000 0800 800 152 15 bt.com/globalservices52