Glbal Crssing Ready-Access User Guide Revised Nvember 2011
TABLE OF CONTENTS This User Guide will assist yu with understanding the features and functinality available fr Ready-Access and Web Meeting TERMINOLOGY... 3 SETTING UP A CONFERENCE CALL (audi nly)... 4 READY ACCESS ACCOUNT OPTIONS... 4 READY ACCESS CONTROLS AND COMMANDS... 4 HELPFUL HINTS FOR USING READY ACCESS... 5 KEEPING YOUR CONFERENCE SECURE... 6 SETTING UP A CONFERENCE CALL (audi and web)... 6 LOGIN TO GLOBAL CROSSING WEB MEETING... 7 CHAIRPERSON CONFERENCE CENTER CONTROL... 9 SHARE DESKTOP APPLICATIONS DURING A GLOBAL CROSSING WEB CONFERENCE... 12 SHOW SLIDE PRESENTATIONS DURING A GLOBAL CROSSING WEB CONFERENCE.... 12 READY ACCESS RECORD... 13 ACCESSING READY ACCESS ARCHIVE... 15 MANAGE RECORDINGS... 16 AUDIO CONTROLS... 18 PARTICIPANT MANAGEMENT... 18 PHONEBOOK... 20 ACCOUNT OPTIONS... 21 CHAIRPERSON - HOW TO ACCESS GLOBAL CROSSING WEB MEETING... 22 PATICIPANT - HOW TO JOIN GLOBAL CROSSING WEB MEETING... 22 PODCAST FEEDS AND SUBSCRIPTION PAGE... 23 EDIT RECORDINGS... 24 HELP... 24
TERMINOLOGY Term Access Cde Accunt Access Phne Number Buttn Definitin A 7-digit number the chairpersn uses t access the cnferencing services and participants use t jin a meeting. Accunt is the Ready-Access accunt. The phne number assciated t a Ready-Access subscriptin that chairpersns and participants dial t jin a cnference. A user interface item that appears as a labeled buttn. Fr example: Chairpersn Chairpersn Passcde DTMF Cmmands Meeting Participant Subscriptin The rganizer/mderatr f an audi r web cnference. The chairpersn sets up and initiates meetings, and accesses all cnferencing services by entering the passcde. A 4-9-digit number the chairpersn uses t start an audi r web cnference. These are the phne cmmands yu can push n yur telephne while in cnference. Fr example, the DTMF cmmand t mute yur line in cnference is *6. A Ready-Access audi r Web Meeting web cnference. A persn wh attends an audi cnference r web meeting. Ready-Access infrmatin cnsisting f the Access Phne Number, Access Cde and Chairpersn Passcde.
SETTING UP A CONFERENCE CALL (audi nly) When yu are ready fr a cnference fllw these simple steps: 1. Infrm all participants f the date and time f the cnference. 2. Give all participants yur Ready-Access phne number and 7-digit access cde. 3. When it is time fr yur cnference, dial in n the Ready-Access phne number, enter yur 7- digit access cde, then listen t the prmpts t enter yur Chairpersn passcde t begin the cnference. 4. Cnference participants dial the Ready-Access number all the designated time, enter the 7-digit access cde, and the cnference is underway. READY-ACCESS ACCOUNT OPTIONS - Change Chairpersn passcde change this peridically t ensure security - Recrd participant name (n/ff) when set t n this allws yu t use the Rll Call feature during a meeting and t use the Name Annunce ptin (see belw) - Set cnference entry/exit annuncement (chse ne): Tnes, Silence, Name Annunce T change these settings dial in t Ready-Access; enter yur 7-digit access cde fllwed by yur Chairpersn passcde; press t change accunt ptins and then just fllw the vice prmpts. - These ptins can be changed as ften as yu like READY-ACCESS CONTROLS AND COMMANDS - As the cnference Chairpersn, yu can cntrl the access t yur cnference, as well as wh can speak r just listen. - T keep yur cnference well rganized the fllwing cmmands are available t yu at any time during the cnference - They can be activated thrugh the tuch-tne phne that yu used t initiate the cnference r thrugh yur cmputer via Glbal Crssing Web Meeting.
HELPFUL HINTS FOR USING READY-ACCESS - The maximum number f participants that can jin the cnference (including the Chairpersn) is based n yur individual subscriptin. Anyne trying t jin the cnference nce the maximum number f participants has been reached will nt be able t jin. - Learn t use Ready-Access quickly and easily with ur tutrial, fund at www.glbalcrssing.cm/cnferencing, under Audi Cnferencing. Yu can als find prduct feature updates and ther news. - If participants dial in befre the Chairpersn, they will be placed n music hld until the Chairpersn jins the cnference. - The Quick Start feature allws cnferencing t begin withut requiring the Chairpersn t start the meeting. This feature des verride the security requirement f Chairpersn Passcde entry t start the cnference.* - When the Chairpersn hangs up, the cnference call will end. T allw the cnference t cntinue after the Chairpersn leaves, he r she shuld press * 8 early in the cnference in case f an inadvertent discnnectin. - The Aut Cntinuatin feature allws all cnferences t cntinue after the Chairpersn discnnects withut any additinal tuch-tne cmmands.* - When a participant jins r leaves the cnference tne is nrmally heard. Sme Ready-Access subscriptins are cnfigured t recrd and annunce the names f participants as they enter r leave the cnference. When this feature is enabled, a Chairpersn r participant can press * 9 t receive a rll call f everyne n the cnference. - T include participants, yu can dial ut t them after the cnference has begun. Press * 1 and fllw the prmpts. This is als an alternate methd fr cnnecting participants utside Nrth America.
KEEPING YOUR CONFERENCE SECURE Here are a few suggestins fr maintaining the security f yur cnferences - Change yur Chairpersn passcde number frequently. Fllw these steps: Dial yur Ready-Access phne number Enter yur 7-digit access cde Press the # key Enter yur current Chairpersn passcde Select Optin 2 Fllw the prmpts t create a new Chairpersn passcde (4-9 digits) - Assign an additinal security passcde (4-9 digits) t sensitive cnferences. Be sure t infrm all participants f the security passcde befre yu begin the cnference. After yu have entered yur 7-digit access cde at the start f yur cnference, yu will then be prmpted t enter the security passcde fr that cnference. If yu enter this passcde, everyne that dials int this cnference must als enter the same passcde after entering the usual 7-digit access cde. - T ensure maximum security use the lck cnference feature; * 4 t lck, * 5 t unlck. GLOBAL CROSSING WEB MEETING ALLOWS YOU TO: - Manage yur Ready-Access meeting nline using easy pint and click cnference cmmands - Shw slide presentatins and graphics t meeting participants - Share yur desktp with meeting participants - Recrd a cnference (audi nly r include synchrnized slides) SETTING UP A CONFERENCE CALL (audi and web) 1. If this is yur first Ready-Access cnference, familiarize yurself with the cntrls and capabilities f the standard Ready-Access cnference cmmands. 2. Infrm all participants f the date and time f the cnference. 3. Give participants yur Ready-Access phne number and 7-digit access cde. 4. If yu are using the Glbal Crssing Web Meeting slide presentatin feature, prvide participants with this URL t jin the Web Cnference: http://www.glbalcrssing.cm/cnferencing 5. When it is time fr yur cnference, dial in n the Ready-Access phne number, enter yur 7- digit access cde, then listen t the prmpts t enter yur Chairpersn passcde t begin the cnference. 6. Lgin t yur Glbal Crssing Web Meeting (see belw). If this is yur first time using Web Meeting, allw extra time t dwnlad and install the Java plug-in.
7. Cnference participants dial the Ready-Access number at the designated time, enter the 7-digit access cde, and the cnference is underway. 8. If a slide presentatin is used, the participants can view slides using a standard web brwser. (There are n plug-ins required fr the participant). LOGIN TO GLOBAL CROSSING WEB MEETING Using a web brwser, g t www.glbalcrssing.cm/cnferencing and select Start/Manage/Archive frm under Web Meeting in the Quick Links clumn n the right side f the page. (Figure 1) 1. If yu have nt previusly installed Java 2 Runtime Envirnment 1.3 yu will receive a message asking if yu wuld like t begin installatin f this plug-in. Click OK t start the installatin. Please read any messages that may appear during the installatin prcess t insure a cmplete installatin. When prmpted fr a File Dwnlad, select Run this prgram frm its current lcatin. When prmpted t install and run the Java 2 Runtime Envirnment click Yes Fllw the instructins prvided during installatin f the Java plug-in. If prmpted t restart yur cmputer, d s befre prceeding. 2. A Java applet will launch Glbal Crssing Web Meeting. Yu will be prmpted with a security ntice indicating that the applicatin is verified t have cme frm Glbal Crssing Cnferencing. Click Start t cntinue.
3. When the Chairpersn Lgin screen is presented, enter yur Ready-Access phne number, 7- digit access cde and Chairpersn passcde. Click Lgin. (Figure 2) 4. Participants wh will be jining the Web Cnference will g t www.glbalcrssing.cm/cnferencing, and under Quick Links clumn n right hand clumn, under Web Meeting, click n Jin as a Participant frm this page. Participants d nt need t install any plug-ins t jin the Web cnference. They will be prmpted t enter yur Ready- Access phne number and 7-digit access cde. After entering the lgin numbers, the participant will be prmpted t enter their name, email, phne and cmpany. Only the name is required. Upn cmpletin f the cnference, the Chairpersn will receive an email cntaining all f the participant registratin infrmatin. 5. After yu lgin yu will be presented with the Glbal Crssing Web Meeting screens. 6. Participants wh lgin will initially see the Participant Lbby screen if the Web Cnference has nt started. (Figure 3) If they lgin after the Web Cnference has started, participants will see the slide r desktp screen that the Chairpersn is shwing t participants.
CHAIRPERSON CONFERENCE CENTER CONTROL GLOBAL CROSSING WEB MEETING ALLOWS YOU TO: - The Cnference Cntrl screen (Figure 4) is yur main cnsle fr managing yur cnference. All the features f the Glbal Crssing Web Meeting service are available thrugh this cnsl. On the left side f the screen, the chairpersn can view either the Web Cntrls r the Audi Cntrls. Web Cntrls allws the chairpersn t start a Web Cnference and enable Chat. When a Web Cnference is enabled, a list f Web participants appears. Audi Cntrls allws the chairpersn t see a list shwing the number f lines in the audi cnference as well as cntrl the audi cnference by using pint and click cmmands. The thumbnails n the bttm f the screen represent yur current slide set. Thse slides are immediately available fr yu t present t participants. The slide windw n the right displays the current slide being shwn t participants. There are three status indicatrs n the bttm left side f the screen. The indicatr displays whether the Web Cnference is n r ff, whether Recrd is n r ff, and shws a ttal cunt f participants wh have raised their hand t indicate they have a questin. Web Cntrls screen cmmands include: - Start Web Cnference The Start Web Cnference buttn allws yu t start a Web Cnference. Yu can chse t either share Slide, Presentatin r Desktp Presentatin by selecting the buttn n the left. Slide Presentatin is the default setting. After starting a Web Cnference, yu will be asked if yu d like t assign an ptinal Web Cnference security passcde (4-9 digits). Yu may prceed withut a passcde by selecting Start. (Figure 5) If yu assign a Web Cnference passcde, be sure t infrm all participants f the security passcde befre yu begin the cnference.
When a Web Cnference is started, if Slide Presentatin is n, participants will see the Glbal Crssing Web Meeting slide that will appear by default in the slide windw n the right side f the Cnference Cntrl Screen. If Desktp Presentatin is n, participants will see the left side f the Cnference Cntrl Screen and the Chairpersn s desktp cntent instead f the Glbal Crssing Web Meeting slide. They will nt see the participant list unless yu select the Shw Web Participants buttn. (Figure 6) If yu re sharing a presentatin, participants can press Full Screen during the presentatin t see an enlarged slide screen (if the participant s screen reslutin is 1024x768 then they will autmatically see the largest view available). When yu select Desktp Presentatin, participants will autmatically be in Full Screen mde. Participants will see the Chat windw unless yu have this feature turned ff. If the participant selects the Full Screen view, the Chat windw may mve behind the slide
windw. Anytime yu send a new message, the Chat windw will pen n tp f the slide windw s that participants d nt miss new messages. The participant als has a Raise Hand buttn that allws them t indicate they have a questin. This buttn tggles t Lwer Hand s the participant has the ptin t withdraw their questin. (Figure 7) - Chat T end a Web Cnference, simply select the End Web Cnference buttn r yu can exit the Web Meeting. In either case yu will be asked t cnfirm, t prevent accidentally ending yur Web Cnference. If yu d cnfirm, the Web Cnference will end immediately. When a Web Cnference is ended, the system will autmatically return participants t the Glbal Crssing Web page. The Cnference Cntrl Screen (Figure 3) displays a Chat bx that allws yu t cmmunicate with all f the participants r a selected participant. Use the drp dwn menu next t All Participants t select a specific participant's name if yu want t send a private message t that persn. Participants can send messages t the Chairpersn; nly the Chairpersn views these. Chat is autmatically enabled when yu start a Web Cnference. Yu can turn ff the Chat feature by un-checking the Enable Chat bx at the bttm f the screen. Yu can pull the Chat bx ut and view it r size it as a separate windw n yur screen by duble clicking n the arrw buttn in the upper right crner f the Chat bx. T return it t its riginal lcatin n the left side f the cntrl screen, just clse the windw. When yu enable Chat, the Chat Messaging Windw, as well as the Chat Text Bx Line that allws participants t enter and send a message t the hst, will be displayed in the lwer left crner f the participant screen. If the participant minimizes the Chat windw, it will autmatically pp back up nce the chairpersn sends a chat message t the participant. If the participant clses the Chat windw, he/she will have t clse ut f the Full Screen windw in rder t lcate and use the Chat and Raise Hand functin again.
SHARE DESKTOP APPLICATIONS DURING A READY- ACCESS WEB CONFERENCE - When yu select Desktp Presentatin fr applicatin sharing mde, participants will view yur entire desktp. Befre sharing yur desktp, start any f the applicatins that yu wish t share with participants. Yu shuld als minimize r clse any applicatins that yu d nt wish t share. Yu can switch back t Slide Presentatin mde at any time by selecting Slide Presentatin n the Web Cntrl screen. During applicatin sharing the cnference cntrl panel is displayed, allwing yu t: Stp the web cnference, switch back t Slide Presentatins, select the Audi Cntrls interface, select the? help functin, view the web participants list and use the Chat functin (by default, Chat is disabled when Desktp Presentatin is n, but yu can activate it using the checkbx n the Web Cntrl screen). When yu select Desktp Presentatin, participants autmatically get switched int full screen mde. SHOW SLIDE PRESENTATIONS DURING A READY-ACCESS WEB CONFERENCE Yu may shw PwerPint slide sets, GIF (Graphics Interchange Frmat), JPG (Jint Phtgraphic Experts Grup frmat), and PNG (Prtable Netwrk Graphics frmat) files. Yu can use the fllwing buttns n the Cnference Cntrl screen (Figure 3) t manage yur presentatins: - Slide Deck (Thumbnails) - Yu can stre multiple presentatin files in Web Meeting. The files will remain there until yu delete r verwrite them. The slide deck displays a thumbnail-sized versin f yur slides. Yu may right muse click n any f the thumbnails t pen a full reslutin preview f the slide. T present a slide t all participants viewing the web prtin f the cnference, simply duble-click n the desired slide. That slide will then be sent t all participants and displayed, at its full reslutin, in the cnference cntrl windw. The slide deck can be scrlled hrizntally t see all the slides cntained in yur presentatins. - New - Allws yu t uplad a new PwerPint slide set that replaces the current slide set. The new presentatin will appear in the slide deck as thumbnail images. Yu can als use the New buttn t simultaneusly uplad multiple presentatins by using the Shift r Ctrl keys t select multiple files n yur desktp. Nte: Anytime yu use the New buttn t uplad ne r many files simultaneusly, it will verwrite any existing slides yu have upladed previusly. - Insert - Adds anther presentatin r image t the current slides. The new presentatin file is inserted directly fllwing the slide that yu select (click nce t select and it will be highlighted in red). If yu want t add the new presentatin t the end f the current slide set, select the last thumbnail in the slide set, then select Insert. Yu can als use the Insert buttn t simultaneusly uplad multiple presentatins by using the Shift r Ctrl keys t select multiple files n yur desktp.(figure 7)
- Delete - Remves the currently selected thumbnail frm the slide set. Yu can use the Shift key t highlight several slides t delete. Yu may als check the ptin in the Delete ppup bx that allws yu t delete all f the presentatin files currently stred in yur Web Meeting. If yu d this after yur meeting is finished, nne f yur presentatin cntent will be stred n the Glbal Crssing servers. Nte: Yu will be asked t cnfirm the deletin. Additinally, if yu delete the current slide being presented, the participants will still see that slide until yu have selected anther slide. - Preview - T preview a slide withut displaying it t all participants, click nce n the slide t highlight it and then select the preview buttn. Alternatively, yu may mve yur cursr ver the thumbnail and right click n it. When a slide is highlighted and the preview buttn is selected, the slide will be displayed in a new windw, at the maximum slide size. Only the Chairpersn will see the preview. - Arrw Keys - T present a slide t all participants viewing the Web Cnference, duble click n the desired slide. A Web Cnference must be started t present a slide t all participants. The slide will be displayed at its full reslutin in the slide windw n the right side f the Cnference Cntrl screen. The slide windw always displays the cntent being presented t participants. The arrw buttns n the bttm f the Cnference Cntrl screen allw yu t display slides in the presentatin. Yu can use the scrll bar next t the thumbnail slide deck t lcate a particular slide, and then duble click n it t display it in the slide windw. - Helpful Tip: D nt uplad extremely large files. The file size limit is currently 27 MB. Large PwerPint and image files will take lnger t uplad. READY-ACCESS RECORD - The Chairpersn has the capability t recrd a meeting with full synchrnizatin between the audi and slide presentatin. - Yu may als start an audi-nly recrding with Web Meeting (if yu are nt shwing slides). Anytime yu are in Slide Presentatin mde, shwing PwerPint slides r images during a recrding, they will autmatically be synchrnized with the audi. If yu are in the Desktp Presentatin mde, sharing desktp applicatins during a recrding, the playback will shw the Glbal Crssing Web Meeting slide (r the last slide the Chairpersn shwed if Slide Presentatin was active prir t Desktp Presentatin ). - T start a recrding in Web Meeting, check the bx next t Recrd n the Audi Cntrl screen. (Figure 8) Yu will be asked t enter a name fr the recrding. This name will be used t identify the recrding in the Manage Recrdings system. When the recrding starts, a message will play int the audi cnference that ntifies participants the meeting is being recrded. The
recrder will shw up in the Audi Cntrl participant list. Fees apply and a new, recrded file is created each time yu select the Recrd buttn t initiate a recrding. T avid multiple recrding fees and files fr a single meeting, d nt start and stp the recrding multiple times during the cnference. - If a Web Cnference is active, the current slide (in the slide windw) will be synchrnized with the audi recrding. - As yu prceed thrugh yur series f slides each slide will be synchrnized with the Web Meeting audi. Any time yu are nt shwing slides, r if yu recrd a cnference with n slide presentatin, the Ready-Access screen will appear during playback. T end the recrding, uncheck the Recrd bx n the Audi Cntrl screen. Yu will be asked t cnfirm that yu want t end the recrding. Any time a recrding ends, a message is played int cnference infrming all participants that the cnference is n lnger being recrded. If the Chairpersn exits Web Meeting withut ending the recrding, the recrding will cntinue until the audi cnference ends. The Chairpersn can als end the recrding by pressing n the telephne keypad at any time (see belw). - Recrding via the telephne Yu may als initiate a recrding by pressing * 2 n the telephne keypad. Yu will then be prmpted t press 1 t cntinue with the recrding (r press * t cancel and return t cnference). A vice prmpt will ntify the Chairpersn and participants that the cnference is being recrded. T end the recrding, press * 2 n the telephne keypad. Yu will be prmpted t press 1 t stp the recrding (r press * t cancel and return t cnference). A vice prmpt will ntify that the cnference is n lnger being recrded. If a recrding is in prgress and the Ready-Access cnference call is ended, the recrding will autmatically stp. Use a handset whenever pssible fr best vice recrding quality. If nt, sit and speak as clsely as pssible t a speakerphne Mute participants that have a great deal f backgrund nise.
- Recrding playback Recrdings are available immediately after the cnference ends. Recrdings can be accessed via the Internet (see Accessing Ready-Access Archive/Manage Recrdings sectin belw) and replayed using either RealNetwrks audi r Micrsft Windws Media players. Recrdings are stred in MP3 files fr superir audi quality and easy playback with n waiting r interruptins. If slides are presented during a recrding, bth the audi and slides are fully synchrnized during playback. The audi cntrls fr playback include: Start, Stp, Pause, Slider bar, Status n cntent (lcatin and duratin), and Vlume cntrl bar. The viewer may jump t a specific lcatin in the recrding by selecting the thumbnail slide in the recrding playback screen. Bth slides and audi will be played frm that lcatin. The viewer may als use the slider bar t g t a specific lcatin in the recrded cnference. ACCESSING READY-ACCESS ARCHIVE / MANAGE RECORDINGS - Yu can access Ready-Access archived recrdings by selecting Start/Manage/Archive frm the Glbal Crssing Web Meeting Cnference Cntrl screen frm www.glbalcrssing.cm/cnferencing. See Quick Links sectin n right side f screen, under Web Meeting. At the Cnference Center lgin screen, enter yur Ready-Access phne number, 7-digit access cde and Chairpersn passcde and click Lgin buttn. Select Manage Recrdings frm menu bx n left side f screen. (Figure 9)
MANAGE RECORDING TOOLS Previusly recrded cnferences will be stred in the Manage Recrdings sectin f the Glbal Crssing Web Meeting Cnference Center fr future use. This list includes the title f each archive, the date and time it was recrded and a file ID number. In additin there are sme reprt settings that yu can turn n r ff. These include the fllwing clumns: - Registratin - By default, this feature setting is ON fr a new recrding. When Registratin is ON, a viewer is asked t enter their name, cmpany name, phne number and email address when they access the recrding fr nline playback. The system requests this infrmatin but des nt require it fr playback access. Yu can change this feature setting fr a specific recrding as ften as yu like, just click n the checkbx (checkmark = ON; blank = OFF). - Ntificatin - By default, this feature is OFF fr a new recrding. T be ntified via email each time a recrded file is played back by a viewer, check the Ntificatin bx fr that recrding. (Yu will need t have a current email address n file with Glbal Crssing.) Yu can change this feature setting fr a specific recrding as ften as yu like, just click n the checkbx (checkmark = ON; blank = OFF). - Scrll ver the recrding yu want t select and yu ll be able t select Play/Dwnlad/Email/Shw Recrding Link/Edit Registratin/Rename/Recrding Reprt/Passcde/Edit Recrding/Delete Recrding. Yu can als add recrdings t yur Pdcast Feeds. - Email T send recipients an email message alng with a link t the selected archive fr playback, select Email. Once the message is received, the recipient clicks n the link and can play the recrding in its entirety. - Play Select Play t playback the cnference using the selected media player (see requirements belw). Using play, pause, stp, and vlume cntrl buttns yu can cntrl the recrding playback. If yur recrding cntains slides, yu can skip ahead t a specific slide in the playback - Requirements: Yu must have either RealNetwrks audi r Windws Media Player installed t play an archived recrding. Yu can chse the frmat t play the recrding in by selecting Windws Media r Real Audi frm the menu n the right side f the screen. - Dwnlad Audi Dwnlad the MP3 file t yur PC and stre it yurself. Yu can then delete the file frm the system t eliminate hsting and playback charges. If yu dwnlad a recrded file that cntains slides, nly the audi prtin f the recrding will be dwnladed t yur PC. The slides are nt stred in the MP3 file they are in anther file that gets autmatically synchrnized during playback. - Edit Registratin: This feature enables custmizatin f the registratin infrmatin required by participants befre they view the recrding. - Rename T change a name f the recrded file select Rename and enter a new name fr the recrding. - Reprts: Generates a reprt fr the selected recrding that gives playback infrmatin as well as listener infrmatin. The reprts can be saved as a text file.
- Passcde - By default, there is n security cde assigned t a new recrding. T assign ne, select Passcde and enter any number between 4 and 9 digits lng. Just select the bx in the Passcde clumn and enter the security cde. Viewers will need t enter the current security cde t access the recrding fr playback. Yu can change the security cde fr a specific recrding as ften as yu like. - Nte: If yu use the email buttn t distribute the recrding link and yu have entered a security cde fr the file, the cde will autmatically appear in the email alng with the recrding link. Yu can edit this email. If yu d nt want t send the cde in the same email as the link, yu may delete it. - Pdcast: Check this bx t add this recrding as an episde in yur pdcast. Use Pdcast Feed settings t set parameters. - Reprt T view a real-time reprt (Figure 10) shwing playback activity fr a recrding, select the "Reprt" buttn. The reprt header includes basic infrmatin abut the recrding such as date created, name, file duratin and ttal playbacks t date. A line item is listed fr each time the file was accessed, shwing the date and time it was viewed. If viewer registratin infrmatin was cllected (name, cmpany name, phne number and email address) then it is als displayed. This reprt can be saved t yur desktp by selecting the Save buttn in upper right crner. - Delete T delete the selected archive recrding, select Delete. The recrding will be permanently deleted frm the system. Yu will be asked t cnfirm the deletin. - Help - Prvides general help infrmatin. - Lgut - Select Lgut t exit Manage Recrdings. Yu will be returned t the lgin screen.
AUDIO CONTROLS - Glbal Crssing Web Meeting includes integrated, nline Ready-Access cnference cntrl. This prvides all the tls yu need t maintain security, add participants, mute lines and manage a successful meeting. - T access the Audi Cntrls screen (Figure 11), select the Audi Cntrls tab lcated in the upper left crner f the Cnference Cntrls screen. Yu can visually mnitr status f lines in the audi cnference, identify participants and type in their names. Yu can mute a participant by checking the bx in the Mute (far right) clumn. The Ready-Access cnference cmmand buttns are lcated belw the list f audi lines in cnference. PARTICIPANT MANAGEMENT - Dial Dials ut t new participants during the cnference. (Figure 12) As the Chairpersn, yu will be taken ut f cnference and can privately talk with the dialed participant. T have them jin the cnference, select Cnnect r t return t the cnference withut the participant select Discnnect.
- Discnnect Discnnects the selected participant frm the cnference. - Play Name Plays the selected participant s name if Name Recrd has been enabled n yur Ready-Access subscriptin. This is an easy way t identify the participant n each line s yu can type in the participant s name. If Name Recrd has nt been enabled yu will hear an annymus participant. - Recrd Checking the bx starts a recrding f yur Ready-Access cnference call. A screen will appear asking yu t enter a name fr the recrding and cnfirm the recrding. T stp the recrding, uncheck the Recrd bx again. Yu will be prmpted t cnfirm that yu want t stp the recrding. - Cntinuatin When checked, it allws the cnference t cntinue after the Chairpersn hangs up. The cnference will cntinue until the last participant discnnects. - Mute n Entry When this bx is checked, it autmatically mutes new participants as they enter the cnference (there will still be a tne entry annuncement).the Audi Cntrl screen must be pen, r minimized, fr this feature t wrk. Clsing the Audi Cntrl windw will deactivate it. Participants can unmute their wn line by pressing * 7 at any time. - Lck Checking this bx lcks the cnference. N additinal participants will be able t jin the cnference. When the bx is nt checked, the cnference is unlcked. Yu will need t unlck the cnference if yu want additinal participants (r an peratr) t jin. - Mute/UnMute Participant Mutes/UnMutes the selected participant. - Mute All/UnMute All Mutes/UnMutes all participants that are currently in the call with the exceptin f the Chairpersn. Participants can unmute their wn line by pressing *7 at any time. - Operatr Cntact a Glbal Crssing Ready-Access peratr. (Figure 13) When this cmmand is selected, the Chairpersn will be ffered the ptin f having the peratr jin the cnferencing in a private sub cnference (private request) r jin the cnference as a participant (cnference request). (Figure 14) - Help Prvides a file f general help infrmatin. - Phnebk Keeps a recrd f cntact infrmatin. See Phnebk sectin belw fr mre infrmatin. - Optins Allws the Chairpersn t change Accunt Optins fr the current cnference call r future cnference calls. See Optins sectin belw fr mre infrmatin. - Manage Recrdings Allws direct access t stred recrdings.
PHONEBOOK - The Chairpersn has the ability t create a persnalized phnebk. Select Phnebk frm the Audi Cntrls screen. Yu can add a new cntact, edit and delete existing cntacts, and dial a single participant r simultaneusly dial ut t a 20 participant list. (Figure 15) - New Adds a new entry t the phnebk. (Figure 16) Enter the First Name, Last Name, Cmpany, Office Phne, Hme Phne, Mbile, Other and Email. Click Save t add the new entry. Nte: the phnebk will accept internatinal numbers but they must have the 011 prefix (d nt include fr U.S. and Caribbean numbers) and shuld nt include ther internatinal dialing cde prefixes. - Edit Highlight the cntact whse infrmatin yu want t edit and select the Edit cmmand. - Delete Highlight the cntact whse infrmatin yu want t delete and select the Delete cmmand. - Add Highlight the cntact yu want t add t the Dial Participant list. Yu can highlight up t 20 participants and then select Add t simultaneusly add them all t the list. - Remve Highlight the cntact yu want t delete frm the Dial Participant list and select the Delete cmmand. - Dial Dials ut t the selected participant. - Dial All Dials ut simultaneusly t all f the participants included in the Dial Participant list.
ACCOUNT OPTIONS The Chairpersn can change their Accunt Optins by selecting Optins frm the Audi Cntrl screen. Yu have the ptin f changing features fr the current call r fr future calls. (Figure 17) The Chairpersn can change these settings as ften as they like. - Entry Annuncement Select Tnes, Silent, r Name Annunce. If tnes are selected, a tne will sund each time a participant jins r leaves the cnference. Name Annunce will play each participant s recrded name fllwed by jined r left. - Enable Name Recrd Turn n/ff Name Recrd. When checked, Name Recrd is n. Participants will hear a vice prmpt that asks them t state their name fllwed by the # key, befre they are placed int cnference. The system recrds the participant s respnse. - Save Settings When this bx is checked, the settings will be saved and will apply t future cnferences. If the bx is nt checked, the Entry Annuncement and Name Recrd settings will apply nly t the cnference currently in prgress. - Quick Start Turn n/ff Quick Start. When checked, Quick Start is turned n. (This feature is nt enabled fr all Chairpersns). - Aut-Cntinuatin Turn n/ff Aut-Cntinuatin. When checked, Aut-Cntinuatin is turned n. (This feature is nt enabled fr all Chairpersns). When Quick Start is n, Aut- Cntinuatin is autmatically n als. EXPERIENCE THE POWER OF REAL-TIME COLLABORATION VIA THE INTERNET WITH GLOBAL CROSSING WEB MEETING - Make yur Ready-Access audi cnferences mre prductive than ever with ur pwerful cllabratin tl Glbal Crssing Web Meeting. This Internet-based cnferencing slutin lets
yu dramatically imprve the way yu cmmunicate by instantly sharing any dcument, presentatin r applicatin in real-time. CHAIRPERSON HOW TO ACCESS GLOBAL CROSSING WEB MEETING 1. T start an audi cnference, dial yur tll-free Ready-Access cnferencing number and enter yur 7 digit Ready-Access Web Meeting access cde when prmpted. 2. T start a web cnference, g t http://www.glbalcrssing.cm/cnferencing and under Quick Links sectin under Web Meeting, click n Start/Manage/Archive and enter yur chairpersn access cde and passcde in the spaces prvided t lg int the Cnference Center. 3. Click n the Lgin buttn t enter the cnference center and begin yur web cnference, which allws yu t manage yur meeting invites, recrdings and reprts. If this is yur first time lgging int the service, yu will als be prmpted t accept a security certificate. Chse Yes t permanently accept the certificate. 4. Once the Java applet has finished lading, click Start a Meeting t begin yur web cnference. 5. The Web Meeting lg in screen will appear with yur Glbal Crssing Web Meeting credentials pre-ppulated. Click the Lgin buttn. The Chairpersn Cnference Cntrls are displayed n the next page. 6. Click Start Web Cnference t begin yur web cnference and add additinal security cdes if yu wish. 7. Fr assistance anytime using Glbal Crssing Web Meeting while n yur Ready-Access call, dial n yur phne handset. Cntact Custmer Supprt at 888.447.1119 in the U.S., 800.668.4703 in Canada r +1 303.389.4018 in all ther cuntries. PARTICIPANTS HOW TO JOIN GLOBAL CROSSING WEB MEETING Participants may jin by: 1. Ging t http://www.glbalcrssing.cm/cnferencing, under Quick Links under Web Meeting, click n Jin as a Participant and enter the Ready-Access Tll free phne number and 7 digit
access cde given t yu by the chairpersn in the participant lgin space prvided. Click Submit t enter the cnference. 2. Yu will be taken t the participant registratin page. Yu will be placed int cnference and will see the chairpersn s splash screen. The participant interface is displayed belw. If yu lg n befre the chairpersn has started the cnference yu will be placed int the lbby. EQUIPMENT/SOFTWARE NEEDS - Chairpersn Ready-Access custmers are autmatically Glbal Crssing Web Meeting enabled which allws them t hst and create meetings. The Chairpersn des nt require any further equipment t use Glbal Crssing Web Meeting ther than a cmputer, high-speed Internet cnnectin and brwser. There is a brwser plug-in required t use Glbal Crssing Web Meetings which is dwnladed autmatically the first time a Chairpersn starts/jins a Web Meeting. There is n charge fr the dwnlad. - Participant In rder t participate in a Web Meeting, the participant needs nly a cmputer, highspeed Internet cnnectin and brwser. There is a brwser plug-in required t use Web Meeting which is dwnladed autmatically the first time a participant jins a Web Meeting. There is n charge fr the dwnlad. PODCAST FEEDS AND SUBSCRIPTION PAGE These features allw yu t custmize yur feed settings and facilitates the feed publishing prcess t yur subscribers n a regular basis. Once yu have custmized yur pdcast, yu can publish it by clicking the Publish Pdcast checkbx t generate the URL t yur subscriptin page. Yu can distribute the link t this page t ptential subscribers. It will walk them thrugh the subscriptin prcess. Yur subscribers can subscribe t: 1. Audi & Visual Pdcast Feed Yur subscribers can use this ptin t play yur pdcast episdes in itunes, vide-capable ipds, and ther prtable music players that supprt vide. 2. Audi-Only Pdcast Feed Yur subscribers can use this ptin t play yur pdcast episdes n ipds and ther music players that d nt supprt vide. 3. Online Audi & Vide Playback Yur subscribers can use this ptin t play yur pdcast episdes in a web-based feed reader. ADD RECORDINGS TO YOUR PODCAST FEED Bth audi nly and audi and web recrdings can be added t yur pdcast feed. T add recrdings:
1. Click Manage Recrdings in the Cnference Center under Ready-Access Web Meeting Tls. 2. Lcate the recrding yu want t add t yur pdcast feed and click the Pdcast checkbx. 3. An infrmatin pp-up titled Pdcast Optins will appear. Fill in the basic infrmatin, click Save. EDIT RECORDINGS Yu can custmize yur recrding by creating cut pints that allw yu t remve prtins f the recrding fr a mre prfessinal playback. 1. Yu must lg int the cnference center with yur credentials, access Manage recrdings, and select a recrding, and chse Edit recrding. 2. Enter the beginning and ending cunter times fr the prtins f the recrding that yu want t remve. 3. When yu click n the Add Cut Pint buttn, yur selectin will be added t the Cut Pints list. Make Cuts buttn t prcess yur changes. This may take several minutes. Nte: Yu may create as many cut pints as yu need t refine yur recrding. 4. Yur playback will nw reflect the cuts yu have made. If yu wish t discard yur changes and return t the riginal recrding, click the Revert t Original buttn. HELP - A Help buttn is available n selected screens. The Help buttn prvides a file f general help infrmatin INSTALLING THE JAVA PLUGIN - If yu d nt already have the Java plug-in installed, the Glbal Crssing Web Meeting service will autmatically install it fr yu the first time that use Web Meeting. If yu encunter prblems with this ne-time installatin please cntact the Ready-Access Help Desk fr assistance. SYSTEM REQUIREMENTS - Chairpersn PC requires: Windws 98, 2000, NT, XP, Mac OS X 10.2, Linux
Internet Explrer 5.0 r greater, Netscape Navigatr 4.7, Netscape 6.2 r 7.0, Mzilla 1.1 and higher JAVA 1.3.1_03-1.3.1_08, 1.4.1 (Chairpersn will be prmpted t dwnlad 1.3.1_07 the first time the service is accessed.) If the Chairpersn is using Netscape 6.2, they will need t dwnlad JAVA 1.4.2 Internet cnnectin (best perfrmance is DSL and abve) - Participant PC requires: Windws 98, 2000, NT, XP, Mac OS X 10.2, Linux Internet Explrer 5.0 r greater, Netscape Navigatr 4.0 r greater, Mzilla 1.1 and higher N dwnlads r special prgrams are required fr participants t view presentatins Internet cnnectin (dial up will wrk, but slwer n slide updates) - Recrding playback requirements: Multimedia PC with speakers Internet cnnectin Windws Media Player r RealNetwrks Player Fr questins abut Ready-Access r Glbal Crssing Web Meeting, please call 888.447.1119 in the U.S., 800.668.4703 in Canada, +1 303.389.4018 in all ther cuntries at any time r visit https://enrllment.themeetingsn.cm/custcarenumbers/ fr a cmplete list f glbal tllfree/freephne Custmer Care numbers.