AT&T Connect Participant Application User Guide Integrated Edition Version 9.0 January 2011 2009-2011 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.
About this User Guide This User Guide describes the features available to users working with the AT&T Connect Participant Application. Note: In this User Guide, the terms event, meeting imeeting and conference are used interchangeably. AT&T Connect Participant Application User Guide 1
Table of Contents ABOUT THIS USER GUIDE... 1 INTRODUCING THE PARTICIPANT APPLICATION... 5 HOST, PRESENTER AND PARTICIPANT ROLES IN A MEETING... 5 ROLES IN AT&T CONNECT AND AT&T TELECONFERENCE SERVICE... 6 INSTALLING THE PARTICIPANT APPLICATION... 7 SYSTEM REQUIREMENTS... 7 PARTICIPANT INSTALLATION FROM THE WEB... 7 INSTALLATION FROM A CD... 7 GETTING STARTED... 9 INTRODUCING THE PARTICIPANT WINDOW... 9 JOINING A MEETING... 20 JOINING MEETINGS VIA YOUR COMPUTER... 20 DEFINING A PREFERRED AUDIO DEVICE... 28 USING THE CALL ME FEATURE... 30 LEAVING THE CONFERENCE... 31 RECONNECTING TO THE CONFERENCE... 31 DISCONNECTING AND RECONNECTING (AUDIO VIA PHONE PARTICIPANTS)... 32 INVITING OTHERS TO JOIN A MEETING... 33 WORKING WITH PARTICIPANT TOOLS... 35 COMMUNICATING DURING THE MEETING... 35 ADJUSTING MICROPHONE AND SPEAKER/HEADSET DURING A MEETING... 35 USING EMOTICONS... 38 USING NOTES... 40 STEPPING OUT OF A CONFERENCE... 49 USING THE WHITEBOARD... 50 WORKING WITH A SHARED APPLICATION... 55 RESPONDING TO PRESENTER S QUESTIONS, POLLS AND SURVEYS... 58 COMMUNICATING IN A MEETING... 63 OVERVIEW... 63 MEETING WINDOW... 63 PARTICIPANT ROLES... 65 SPEAKING MODES... 68 INSERTING FILES... 73 AT&T Connect Participant Application User Guide 2
APPLICATION SHARING IN A MEETING... 80 PARTICIPATING IN A VIDEO CONFERENCE... 91 FOR HOSTS AND PRESENTERS... 91 PARTICIPATING IN A CONFERENCE... 96 ENHANCED VIDEO OPTIONS... 108 WORKING WITH RECORDINGS... 110 RECORDING A CONFERENCE LOCALLY... 110 PLAYING BACK A LOCAL RECORDING... 111 PARTICIPANT WINDOW DURING PLAYBACK... 111 PLAYBACK CONTROLS... 113 CLOSING THE RECORDING... 114 REVIEWING THE RECORDING CONTENTS... 114 PLAYING BACK A SERVER-SIDE RECORDING... 114 FEATURES FOR HOSTS AND PRESENTERS... 116 MANAGING PARTICIPANTS IN THE HANDS RAISED LIST... 116 PLAYING ENTRY AND EXIT TONES... 117 STARTING WITHOUT HOST... 118 CONTINUING WITHOUT HOST... 118 MUTING AND UNMUTING ALL PARTICIPANTS... 118 MUTING AND LOCKING PARTICIPANTS... 119 INVITING BY PHONE AND DIALING OUT... 120 INITIATING QUESTIONS, POLLS AND SURVEYS... 121 PERFORMING A WEB TOUR... 127 USING A BILLING IDENTIFIER (OPTIONAL)... 128 USING A SECURITY CODE... 129 RECORDING A CONFERENCE ON THE SERVER... 129 ENDING A CONFERENCE... 132 ADVANCED PARTICIPANT OPTIONS... 133 OVERVIEW... 133 DEFINING THE USER INTERFACE LANGUAGE... 133 DEFINING CONNECTION PROTOCOL AND PROXY SETTINGS... 135 DEFINING SERVER SETTINGS... 136 DEFINING AUDIO/SOUND SETTINGS... 137 LOG SUBMISSION UTILITY (LSU)... 141 LSU ACTIVATION... 141 USING THE LSU... 141 APPENDIX A: GLOSSARY OF TERMS... 145 AT&T Connect Participant Application User Guide 3
APPENDIX B: ACCESSIBILITY INFORMATION... 147 KEYBOARD ACCESSIBILITY... 147 FOR PRESENTERS USING THE WHITEBOARD... 150 ASSISTIVE TECHNOLOGY TOOLS... 150 RECOMMENDED CONFIGURATION AND FEATURES... 151 APPENDIX C: KEYBOARD SHORTCUTS... 156 AT&T Connect Participant Application User Guide 4
1BIntroducing the Participant Application Chapter 1 AT&T Connect extends the voice conferencing capabilities of AT&T TeleConference Service (ATCS) with PC-based tools for visual presentation and interaction. The result is a full-featured virtual meeting space that lets you easily communicate using voice and data through the Internet. The AT&T Connect Participant Application is installed on your PC, and supports whiteboard, document sharing, and other visual features of the virtual meeting. AT&T TeleConference Service supports audio communication during the meeting. Some control functions you are familiar with from TeleConference Service are duplicated in the AT&T Connect interface. You can access them from your PC or telephone keypad. The meeting host can access some advanced functions only through the TeleConference Service keypad interface. The AT&T Connect Participant Application is fully accessible according to Section 508 of the US Rehabilitation Act. For more information, see UAppendix B: Accessibility InformationU and UAppendix C: Keyboard ShortcutsU. This User Guide describes the AT&T Connect Participant Application and tells how to use its functions. 2BHost, Presenter and Participant Roles in a Meeting All participants in a Web conference can speak freely, draw on the whiteboard, and upload files at any time. The presenter is a participant with additional rights: they can load files onto the whiteboard, switch the meeting into Broadcast mode, and initiate Application Sharing, Web Tours, polls and surveys, and other presentation functions. In addition, the presenter can lock the meeting invite additional participants, and expel participants from the meeting. AT&T Connect Participant Application User Guide 5
Typically, the first participant to join the meeting is assigned presentation rights. Presentation rights are often passed among participants as each one presents materials to the group. The host, the meeting s initiator, is often the presenter by default when the meeting begins. The host can take back presentation rights at any time in the meeting. Phone-only participants cannot receive presenting rights, although the host can implement most meeting control functions through the AT&T TeleConference account. Roles in AT&T Connect and AT&T TeleConference Service The roles and meeting controls used in the AT&T Connect Web conference interface largely parallel those of the AT&T TeleConference Service. They differ from AT&T TeleConference roles in these three ways: In AT&T TeleConferences, the host and participant roles are static; the host always controls the Web conference s audio streams. AT&T Connect lets control of the web-based functions of the meeting pass among participants. The AT&T TeleConference system includes a Specialist role. There is no parallel role in the AT&T Connect Web conference interface. In AT&T TeleConferences several participants can have presenter-like meeting controls. In AT&T Connect there is only one host, the meeting initiator. Secondary TeleConference hosts are listed in the Web conference as normal participants with no special abilities. AT&T TeleConferences do not have a presenter role. In AT&T Connect the presenter has many capabilities for controlling a conference. AT&T Connect Participant Application User Guide 6
3BInstalling the Participant Application This chapter describes how to install the Participant Application. 17BSystem Requirements Chapter 2 Participants and host/presenters should ensure that their computers meet the basic minimal requirements before they install the Participant Application. For information on the system requirements, please see AT&T Connect System Requirements for End Users. 18BParticipant Installation from the Web You may receive an email invitation to an AT&T Connect meeting before you have installed the Participant Application. When you click the links in the email invitation, AT&T Connect prompts you to install the Participant Application. During installation, you may receive security prompts from Microsoft Internet Explorer accept these prompts to download and run the Participant installer. This automated meeting entry depends on your organization s IT policy, and may not be available in your organization. 19BInstallation from a CD The Participant Application is also available on CD. Simply insert the AT&T Connect CD and the user interface automatically comes up. Choose Install Applications/Participant Application. To install from a CD: 1 Close other Windows applications on the machine. 2 Double-click the ATT_Connect_Participant.msi file of the installation package. Accept the software license terms to begin installation. A progress bar tracks the installation process. AT&T Connect Participant Application User Guide 7
3 When installation is complete, click Finish to exit the setup. The Participant Application is now ready for use. AT&T Connect Participant Application User Guide 8
Chapter 3 4BGetting Started This chapter describes how to start working with the Participant Application. 20BIntroducing the Participant Window The Participant Application window is automatically displayed upon connecting to an AT&T Connect meeting. Participants, presenters and hosts work with the features of the Participant Application during online meetings. Some features are allowed only for hosts and presenters. Figure 1 Participant Window AT&T Connect Participant Application User Guide 9
Accessing the Getting Started Page Upon accessing a meeting, the Participant Application window opens with a Getting Started page displayed on the whiteboard. The Getting Started page provides tips and tricks for using the participant according to the meeting type. Note: You will not see the Getting Started page on joining the meeting if any participant has already activated the whiteboard (such as using the drawing tools). Figure 2 Getting Started Page You can access the Getting Started page any time by selecting Help>Getting Started in the menu bar (not applicable to offline meetings). This opens a new browser window with the Getting Started page. AT&T Connect Participant Application User Guide 10
Participant Window Components The Participant window includes the following components: Title bar: Indicates the meeting name (for both live and recorded meetings), and the Meeting Room ID. Whiteboard: Lets participants view the contents of materials loaded by the presenter during a meeting, including Word, PowerPoint and Web sites. The split bar enables resizing the whiteboard as required. Alternatively, the Whiteboard button expands the whiteboard by removing the Participants list and the title and menu bars of the application window. For more information, see Using the Whiteboard. Participants list: Displays the list of participants in the meeting (including 3each participant s live status). Participants can communicate with other participants during most meetings and view who is speaking. Toolbar: Provides quick access to the following Participant Application features: Request permission to speak (you can also express your emotions with alternative emoticons, as described in Using Emoticons. Send notes Temporarily step out of the meeting Change the whiteboard mode (for example, enlarge) For more information, see Toolbar Buttons. Notes tab: Displays the notes passed to you by others. You can also send notes. For more information, see Using Notes. Materials pane: Includes four tabs (Materials, App Sharing, Web and Polls), via which you can work with Event Materials, start and end Application Sharing and Web Tours, and initiate Yes/No and OK polls. For more information, see Communicating during the Meeting. Status panel: Provides an ongoing display of the current status of the meeting audio and connection. For more information, see Status Messages in the Status Panel. Note: You can open a full status report by clicking Event Status from the Event menu. Sound settings: These settings can be adjusted as required (only when audio is via your computer). Event Materials Status indicator: Displays the status of Event Materials with one of the following values: Downloading Preparing AT&T Connect Participant Application User Guide 11
Ready to Use Error Getting Started Page: Displays general information about the meeting to the participant. For more information, see Accessing the Getting Started Page. Understanding Icons and Status Messages This section describes the Participant Application icons and status messages. 145BToolbar Buttons A convenient set of buttons enables you to initiate most operations directly from the Participant Application toolbar. Table 1 Toolbar Buttons Button Description Indicates to your presenter that you want to ask a question or make a comment. Note: This icon is the default emoticon and will change according to the emoticon selected. See Using EmoticonsU for a description of all available emoticons. Sends a note to other meeting attendees, either to ask a question or make a comment. Enables you to inform the presenter that you are temporarily stepping out of the meeting. This button toggles to Step In which you click when you wish to re-enter the conference. Enables you to view the whiteboard in full-screen mode, with or without the toolbar. Also enables you to view the actual size of a shared application or to fit the shared application to the whiteboard. Displays the Choose Audio Device window, from which you can select the audio device you want to use during the meeting. See UJoining Meetings via your ComputerU for further information. AT&T Connect Participant Application User Guide 12
Button Description Mutes your microphone. This button toggles to Unmute which you click when you wish to start speaking again. During meetings, if video is allowed, enables users with a webcam to start transmitting their video at any time. If all the video windows are busy by other users, a relevant message is prompted to the user. See Participating in a Video Conference for more information. Participants List Icons The icons in the Participants list give you information about the conference participants. The icons are displayed in columns, which include the participant s status, audio status, video status, application sharing status, and response to polls. Status Icons Figure 3 Participant List Columns The following tables describe the icons in the various columns. Status icons indicate how the participant is connected to the conference. These icons can also be emoticons that the participant has chosen to emphasize a certain feeling or state. AT&T Connect Participant Application User Guide 13
Table 2 Status Icons Icon Description The participant is connected to the conference with his/her computer. The participant is using a phone to listen and speak in the conference while using his/her computer to view content on the whiteboard. The participant is connected with a phone only and will not be able to see any of the contents displayed on the whiteboard. The participant is using the Web Participant Application. The participant is using the Web Participant Application and a phone. The participant is using a mobile application. The participant is connected and is requesting to speak. The participant is happy. The participant is unhappy. The participant agrees. The participant disagrees. The participant understands. The participant is confused. The participant requests to go faster. The participant requests to go slower. The participant is applauding. The participant cannot hear. AT&T Connect Participant Application User Guide 14
Note: When you or another participant steps out of the conference, the icon is colored grey. Audio Icons Note: When you, or another participant, use emoticons, your icon in the Participants list will be replaced by the selected emoticon. For more information on emoticons, see Using Emoticons. Audio icons show when a participant is speaking or if their audio is not available. Table 3 Audio Icons Icon <No icon in the audio column> Audio is available. Description Audio is not available. The participant is speaking. Video Icons Video icons show whether or not a participant s video is on or off. Table 4 Video Icons Icon Video is on. Description Video is off. <No icon in the video column > There is no webcam. Icons Displayed to the Presenter Polling Icons In addition to the icons that are displayed for participants, hosts and presenters can see icons for polling results, application sharing and the mute status of a participant. A letter or number displayed to the left and above the participant icon indicates participants answers to the presenter s latest questions or polling requests (a blank space means no response has yet been received). Each new question that the presenter sends blanks out this space. AT&T Connect Participant Application User Guide 15
Table 5 Polling Icons Icon The poll response is Yes. Meaning The poll response is No. The poll response is OK. The participant abstained from the poll. <answer number> The Poll answer is <answer number> Sharing Icons For more information, see Initiating Questions, Polls and Surveys. A graphic symbol displayed near the participant icon indicates the status of the last item the presenter loaded onto the whiteboard. This space will be blank after the Participant Application successfully loads the item. These icons are described in the table below. Table 6 Shared Application Status Icon Meaning The downloading of materials in progress. The materials downloaded successfully. The downloading of materials failed. The participant has remote control. Mute Icons For more information, see Working with a Shared Application. Only the Host and Presenter can see if a participant is muted or muted and locked. Table 7 Mute Status of Participant Icon The participant is muted. Meaning The participant is muted and locked. For more information, see Muting and Locking Participants. AT&T Connect Participant Application User Guide 16
Clearing Icons You can also clear emoticons, poll responses, load indicators and highlighting on participants (found after searching) from the display. To clear: 1 From the View menu, click Clear. or Click the Participants button to open the Clear menu. 2 Do one of the following: Select All to remove all emoticons, responses, load indicators and highlighting from all participants. Select Emoticons to remove emoticons from all participants. Select Responses to remove responses from all participants. Select Load Indicators to remove load indicators from all participants. Status Messages in the Status Panel The Status Panel is located to the right of the tools in the toolbar. Figure 4 Status Panel It provides messages that describe the status of your connection, conversations and recordings. Table 8 Status Panel Messages Message Multiple Speakers Meeting in Progress You Are Speaking Playing Recorded Event Stepped Out Description More than one user is speaking. Indicates that the meeting in progress. This message is displayed during the meeting if nobody is speaking. Indicates who the speaker is (you or the other participants).the name of the speaker with On the Air is displayed. The participant is playing back a recorded session. The participant has temporarily stepped out of the meeting. AT&T Connect Participant Application User Guide 17
Note: When connecting to a meeting, no status message is displayed and Connecting to Event is flashed in the Status Panel. When disconnected, no status message is displayed: the disconnected mode is indicated by darkening the Status Panel and displaying Connection: None. Viewing the Participant Application The Participant Application window consists of a single full screen window that is divided into resizable sections. Upon launching, the window appears in its maximized mode it takes all of the available screen resolution, regardless of the resolution settings (for example, 800x600 or 1024x768). The whiteboard occupies 2/3 of the window width by default, though you can resize this using the split bar. You can also display the whiteboard in full-screen mode, with or without the toolbar, as described below. To expand the Whiteboard to full screen-mode without the toolbar: 1 Click the Whiteboard button in the Participant window toolbar >Full-Screen without Toolbar. or From the View menu, click Enlarge Whiteboard>Without Toolbar. Figure 5 Options for Viewing the Whiteboard The whiteboard is enlarged and the Participants list, title bar, toolbar, and menu bar are removed. 2 To return the Participants window to its default mode, click Exit Full-Screen (the lower right corner) or press the Esc button on your keyboard. AT&T Connect Participant Application User Guide 18
To expand the Whiteboard to full screen mode with the toolbar displayed: 1 In the Participant window toolbar, click the Whiteboard button or >Full-Screen with Toolbar. From the View menu, click Enlarge Whiteboard>With Toolbar. The whiteboard is enlarged and the Participants list, title bar and menu bar are removed. 2 Press the Esc button on your keyboard or select Exit Full-Screen from the Whiteboard menu to return the Participant window to its default mode with the Participants list displayed. Figure 6 Exit the Full-Screen View AT&T Connect Participant Application User Guide 19
5BJoining a Meeting Chapter 4 You can connect to a meeting with the Participant Application on your computer, with or without your telephone (if you are joining the meeting as a participant you can also connect with only your telephone). You actually access the meeting via an email invitation or from the Microsoft Outlook Add-in or Lotus Notes (if installed). 21BJoining Meetings via your Computer Any participant or host with the relevant access information can join a meeting. This access information whether through an email invitation or an Outlook Calendar entry enables the participant>host to enter the meeting via their computer. To share content you must be connected with the Participant Application (with or without a telephone). Otherwise, you will not be able to perform standard host actions, such as loading Event Materials, sending polls, and so on. AT&T Connect recommend you connect to the meeting with the Participant Application and then select your audio device. This section is for users who initially connect with the Participant Application: to listen and speak in the meeting they can choose their microphone and speakers or connect with their telephones (as long as the meeting is defined to allow the use of telephones or headsets). To join a meeting via your computer: 1 At the scheduled time, click the meeting link in the relevant email. Tip: To view the meeting s start time according to your region, click the relevant link in the email invitation. or At the scheduled time, in the relevant Outlook Calendar section, double-click the appointment and in the displayed Appointment window click the entry link. The Participant Application is automatically opened. Upon connecting to the meeting, the Choose Audio Device window is displayed. AT&T Connect Participant Application User Guide 20
Figure 7 Choose Audio Device Window Note: The Choose Audio Device window is displayed automatically the first time you enter a meeting and>or if no preferred audio device was selected during previous meetings, as described in Defining a Preferred Audio Device. If a meeting does not allow the use of microphone and speakers, the Choose Audio Device window is not displayed: you enter meetings without being prompted to select an audio device. Note: The Use Call Me option is displayed only if allowed. 2 Click the headset icon if you want to continue in the meeting using the microphone and speakers or headset attached to your computer. You can now proceed in the meeting. or Click the telephone icon if you want to use your telephone to speak and listen during the meeting (and continue viewing content on the whiteboard). This mode is known as Audio-via-phone. AT&T Connect Participant Application User Guide 21
Tip: If you want the option you selected to be the preferred audio device for future meetings, you must select the Remember my choice, don t ask next time checkbox. You can select an alternative audio device at any time during the meeting, as described in Changing your Audio Device during the Meeting, or you can change the preferred default audio device for future meetings, as described in Defining a Preferred Audio Device. You can also click the icon with the telephoned crossed out with a red X if you do not want to use AT&T Connect audio on your computer. For example, you may be using a conference room telephone. 3 In the Telephone Connection Instructions page, dial the relevant number shown (according to your location). Figure 8 Dial-in Instructions Page If allowed, you can also select the Call Me option. For more information, see Using the Call Me Feature. 4 When prompted, use your telephone keypad to enter the relevant meeting access code. Follow the instructions accordingly. AT&T Connect Participant Application User Guide 22
5 You then join the meeting. From this point on, your audio>voice is distributed via your phone, though you will still be able to see content displayed on the whiteboard, as long as your computer remains connected to the meeting. Note: For information about using your telephone in the meeting, see Using your Telephone in the Meeting. If you have been using your microphone and speakers or headset for the meeting audio and want to start using your telephone during the meeting (or vice versa), you can change the audio device via a number of ways (see Changing your Audio Device during the Meeting). Main Scenarios Scenario 1 Scenario 2 The following scenarios illustrate the main methods of joining an Audio Conferencing meeting: Scenario 1: You are at the office and want to join the meeting using the Participant Application but speak and listen in the meeting using your telephone (known as an Audio-via-phone participant). This scenario is described in detail Joining Meetings via your Computer. Scenario 2: You are out of the office and have no access to a computer, but you want to be able to speak and listen in the meeting with your telephone (known as a Phone-only participant). Scenario 3: You are on your way to the office. You don t have access to a computer right now but want to connect to the meeting with your telephone and then join the meeting through your computer when you get to the office (whether as a PC-only or Audio-via-phone participant). Joining the meeting with the Participant Application, while listening and speaking via your telephone (an Audio-via-phone participant): For more information, see Joining Meetings via your Computer. Joining the meeting with your telephone (a Phone-only participant): 1 Call the relevant phone number to enter the AT&T Connect system. 2 Enter an access code. 3 Follow the instructions accordingly (assuming you have access to the email invitation or a printout of the relevant numbers). 4 You then join the meeting. From this point on, your audio>voice is distributed via your phone, but you will not be able to see content displayed on the whiteboard. AT&T Connect Participant Application User Guide 23
Scenario 3 Note: For information about using your telephone in the meeting, see Using your Telephone in the Meeting. Joining the meeting initially with the telephone only and then joining with the Participant Application (whether as a PC-only or Audio-via-phone Participant): 1 Connect to the meeting using your phone in exactly the same way as described in Scenario 2. 2 Upon arrival at your office (or if you simply want to start using your computer during the meeting), and while still connected to the meeting with your telephone, connect to the meeting as you normally would using the Participant Application (see Joining Meetings via your Computer). The system will display the dial-in instructions or Choose audio device dialog. Read the instructions under If you are already connected by Phone in the Telephone Connection Instructions window. 3 After connecting with the Participant Application, you can choose to continue with the meeting as an Audio-via-phone participant (using both the Participant Application and your telephone) or as a PC-only participant (by disconnecting your telephone from the meeting and changing your audio device). Note: For information about using your telephone in the meeting, see Using your Telephone in the Meeting. Using your Telephone in the Meeting You can communicate in the conference using various key characters on your phone keypad. Figure 9 Phone Keypad The keys and their descriptions are displayed in the table below. AT&T Connect Participant Application User Guide 24
Table 9 Keys for Use in a Conference Keys Description Who Can Use It *# Get list of conference call commands Host/Participant # Exit list of conference call commands Host/Participant *0 Request specialist assistance (toggle on/off) Host/Participant *1 Dial out to add a participant Host *2 Begin/End recording conference Host *3 Change conference Entry/Exit announcement: +2: Adds Entry/Exit tones +3: Silences Entry/Exit tones Host *4 Lock/Unlock conference (toggle on/off) Host *5 Count number of participants All *6 Mute/Un-mute line (toggle on/off) All *8 Continue current conference without host Host *71 Turn Broadcast mode on or off (toggle on/off) Host *74 Change host password (for current and future conferences) *75 Change Entry/Exit options (future conferences): +2: Adds Entry/Exit tones *76 Change starting conference without host (future conferences) *77 Change continuing conference without host (future conferences) Host Host Host Host *78 Mute all Host *70 Unmute all Host AT&T Connect Participant Application User Guide 25
Note: If you are a Phone only participant, the following limitations apply: You cannot receive presenting rights during a meeting. You cannot receive notes. You cannot receive remote control over a shared application. You cannot view the whiteboard. You cannot participate in tests or polls. Changing your Audio Device during the Meeting You can change the audio device (microphone and speakers/headset OR telephone) you are currently using at any time. This is relevant to the following scenarios: You have been using your microphone and speakers or headset for the meeting audio and want to start using your telephone. You have been using your telephone for the meeting audio and want to start using your microphones and speakers/headset. You have been using your microphone and speakers or headset in the meeting and the AT&T Connect Switch-to-Phone feature has detected that your audio quality has deteriorated markedly and displayed a message accordingly. By switching to your telephone, your audio quality may be enhanced. Note: Depending on the meeting s audio configuration, and/or your preferred audio device setting, the audio device may be automatically determined (and therefore cannot be changed) when you connect to the meeting. The following procedures describe how to change your audio device: To change your audio device (from microphone and speakers/headset to telephone): 1 From the Audio/Video menu in the Participant Application, select Choose Audio Device or From the toolbar, click the Audio button. The Choose Audio Device window is displayed. AT&T Connect Participant Application User Guide 26
Figure 10 Choose Audio Device Window 2 Click the telephone icon if you want to use your telephone to speak and listen during the meeting, or select Call Me (if available). Tip: If you want this to be the default for all future meetings, select the Remember my choice, don t ask next time checkbox. 3 Using the displayed dial-in instructions page, dial-in to the meeting with the relevant number (according to your location). 4 Enter the relevant meeting access code (and host password, if required follow the instructions accordingly). From this point on, your audio/voice is distributed via your phone, though you will still be able to see content displayed on the whiteboard. To change your audio device (from telephone to microphone and speakers/headset): 1 From the Audio/Video menu in the Participant Application, select Choose Audio Device. AT&T Connect Participant Application User Guide 27
or From the toolbar, click the Audio button. The Choose Audio Device window is displayed. 2 Click if you want to continue in the meeting using the microphone and speakers or headset attached to your computer. Tip: If you want this to be the default for all future meetings, select the Remember my choice, don t ask next time checkbox. A message is displayed, informing you that you must first hang up your telephone before choosing another audio device. 3 Hang up your phone. The Audio via Telephone indicator located below the Status Panel is removed and you can now listen and speak in the meeting using your microphone and speakers/headset. Tip: You can also simply hang up your telephone, click Continue in the displayed alert message informing you that your telephone was disconnected from the meeting, and then select microphone and speakers or headset in the Choose Audio Device window. Note: If the Remember my choice, don t ask next time checkbox is not selected, your selection during either of the above procedures will not override any previously defined preference setting. For example, if you previously selected the telephone as your preferred audio device, but then during the current session selected microphone and speakers/headset without selecting the Remember my choice, don t ask next time checkbox, your audio device will be set to microphone and speakers/headset only for this session. The next time you enter a meeting, your preferred audio device will still be assumed to be the telephone. Thus, preference settings are persistent unless explicitly changed by selecting the checkbox when selecting a new device or by changing the setting in the Application Options/Audio tab. Defining a Preferred Audio Device You can determine which type of audio device (microphone and speakers/headset OR telephone) you wish to regularly use in future telephony-enabled meetings. AT&T Connect Participant Application User Guide 28
Note that this preference setting is only used during the initial entry process to a meeting and can be changed at any time. If, however, you change this setting during a meeting, it will only take effect when connecting to a future meeting. For more information, see Changing your Audio Device during the Meeting. To define a preferred audio device: 1 From the main menu, select Event>Application Options and choose the Audio tab. Figure 11 Preferred Audio Device 2 In the Preferred Audio Device section, select from one of these options: Microphone and speakers, or headset, attached to my computer: Ensures that you only listen and speak during meetings with your microphone and speakers/headset. AT&T Connect Participant Application User Guide 29
Telephone: Ensures that you only listen and speak during meetings with your telephone. No preference ask me each time I enter an Event: This is the default setting and ensures that the Choose Audio Device window is displayed each time you connect to a meeting. 3 Click OK. Note: Your actual audio device will often depend on the meeting s audio configuration. For example, if you selected Microphone and speakers as your preferred choice, but the meeting requires everyone to use a telephone, your preference will be ignored when entering the meeting. Using the Call Me Feature You can have the AT&T Connect call you to establish an audio stream for the meeting. Note: Call Me may not be enabled in all systems. Check with your system administrator. To use Call Me to start your audio stream: Do one of the following: Click the Call Me button in the Choose Audio Device window. In the Participants list, right-click your name and choose Call Me. In the Participants menu, select Audio/Video>Call Me. Figure 12 Call Me Dialog Box Enter the phone number to dial, and click OK. AT&T TeleConference Service calls the number and prompts you to join the meeting. Your audio is automatically linked to the selected participant. Note: The Call Me feature may not be enabled outside North America. AT&T Connect Participant Application User Guide 30
Leaving the Conference You can leave a live conference as required. To leave a conference: From the Event menu, select Exit. You are first disconnected from the meeting and then the application is closed or Click the Close icon in the top right corner of the Participant Application. Note: As an Audio-via-Phone participant, disconnecting your computer from the meeting does NOT disconnect the telephone. However, in the displayed message upon disconnecting your computer, select to hang up your telephone if you want to disconnect your telephone from the meeting (this action disconnects your telephone from the meeting server, regardless of whether or not you actually put your handset down). or If you are a Phone-only participant (you are connected to the meeting with your telephone and NOT the Participant Application), hang up your telephone. Reconnecting to the Conference If for some reason you need to manually disconnect from the meeting, you can reconnect as required (or simply dial in using the dial-in instructions). To reconnect to the conference: 1 From the Event menu in the Participant Application window, select Reconnect. 2 Select one of the following options from the displayed sub-menu (these options are only available if you did not close the application): Same Server as Before: Automatically reconnects you to the meeting using the server with which you last connected. Automatically Select Best Server Available: Automatically selects the best server that is closest to you. Manually Select Server : Displays the Manual Server Selection window. To select a server on the list, double-click it - or select it and click OK. AT&T Connect Participant Application User Guide 31
Figure 13 Manual Server Selection Window Disconnecting and Reconnecting (Audio via Phone Participants) This section is relevant to Audio-via-phone participants who are using both their telephone and the Participant Application. It describes how to disconnect from, and reconnect to, a conference. Disconnecting/Reconnecting your Telephone If you disconnect your phone during the meeting (or you get disconnected for some reason), and you are still connected via the Participant Application, a message is displayed. Click OK and then select the device with which to continue in the meeting (in the Choose Audio Device window). To reconnect with your phone, follow the steps detailed (Steps 3 to 6) in the Joining Meetings via your Computer section. Note: If you were speaking when your phone was disconnected, the Mute button becomes disabled. AT&T Connect Participant Application User Guide 32
Disconnecting/Reconnecting your Computer (Participant Application) If you disconnect the Participant Application (or for some reason your computer gets disconnected from the meeting), and your phone is still connected, a message is displayed. If you want to/are able to connect again with your computer/participant Application, try to reconnect to the meeting as described in Joining Meetings via your Computer. Alternatively, use the keypad characters on your phone (as described in Using your Telephone in the Meeting) to communicate in the meeting with your phone only. Note: If you were a presenter and are now continuing as a Phone-only participant, the Presenting Rights are automatically assigned to the next participant, as long as they are connected with a computer. As an Audio-via-Phone participant, disconnecting your computer from the meeting displays a message that asks whether or not you want to disconnect the telephone. Inviting Others to Join a Meeting During a conference, you can invite others to participate in the conference. The invitation is sent by email. To invite new Participants: 1 Select Invite Others by Email from the Event menu. Figure 14 Invite Others by Email This opens an invitation to the conference with instruction on how to connect. AT&T Connect Participant Application User Guide 33
2 Type the name(s) of the person(s) you want to invite in the To box, click Send 3 If you are the host/presenter, you can invite other participants by phone. Select Invite Others by Phone from the Event menu to open a dialog box for entering the details of the persons you want to invite. Figure 15 Invite Others by Phone Note: This item is displayed only if your company allows this feature. AT&T Connect Participant Application User Guide 34
6BWorking with Participant Tools Chapter 5 This chapter describes the main tools available to both the participant and presenter. 28BCommunicating during the Meeting This section describes how users can communicate with other meeting attendees (whether as a host or as participants). The host uses both the whiteboard and verbal conversation as the two main tools for communicating with participants during a meeting. During live meetings, every whiteboard operation is immediately displayed on the participants computers. 29BAdjusting Microphone and Speaker/Headset during a Meeting During any meeting, you can adjust the microphone and speaker/headset settings by moving the slide bars up and down as required. The settings you define are actually the settings of your Windows audio mixer (usually accessed from the speaker icon in the Windows System tray). These settings remain the same for any other subsequent meetings. The microphone settings are adjusted dynamically during the meeting. Tip: During a live meeting, a volume level to the right of the Status Panel indicates the loudness level of your microphone. Note: If you are currently using your telephone for your meeting audio, Audio via Telephone is displayed instead of the volume controls; you cannot modify the microphone and speaker/headset sound levels. To adjust your speaker and/or headphones settings: 1 Directly below the Status Panel, click the button to the right of the speaker icon to open the slider. AT&T Connect Participant Application User Guide 35
Figure 16 Adjusting Speaker and Headphones Settings or From the Audio/Video menu, select Adjust Speaker Volume to open the slider. Figure 17 Adjust Speaker Volume 2 Adjust the slider to the desired volume. Adjusting the slider simultaneously adjusts the volume-level percentage displayed on the volume-adjust button. AT&T Connect Participant Application User Guide 36
To adjust your microphone settings: 1 Directly below the Status Panel, click the button to the right of the microphone icon or to open the slider. From the Audio/Video menu, select Adjust Microphone Volume to open the slider. 2 Adjust the slider to the desired volume. Adjusting the slider simultaneously adjusts the volume-level percentage displayed on the volume-adjust button. Automatic Gain Control: The Participant Application automatically monitors your audio signals and those of other participants, and adjusts the volume levels during a conference. Even if you manually set your microphone volume level, it may change during the conference. Automatically Muting your Microphone All users can define whether their microphone is muted when they enter the meeting. These settings are defined in the Audio tab of the Application Options window, as described below, and can be defined prior to or during the meeting itself. To mute your microphone: 1 From the Event menu, select Application Options. In the displayed Application Options window, click the Audio tab. 2 In the Automatic Muting section, select the following: When I first enter a Voice Activated imeeting or Breakout Session: Select this option if you want your microphone automatically muted when joining a voice activated meeting. This option is especially useful in preventing other participants from hearing comments or noise not intended for transmission. 3 Click OK to apply the settings you selected. Tip: You can also define whether or not the CTRL key is used to activate your microphone; in the Microphone section of the Audio tab, select the Use the CTRL key to activate my microphone checkbox if you want to use the CTRL key. AT&T Connect Participant Application User Guide 37
If you do not want to use the CTRL key (for example, you may want to copy and paste via the keyboard, CTRL+C or CTRL+V, during the meeting), make sure that this checkbox is not selected. As a result, when you want to speak you must click the Muted button. Manually Muting/Unmuting Your Microphone You can speak freely in a conference and mute or unmute your microphone. To mute your microphone: From the Participants menu, click Mute. or Figure 18 Mute Command Click the Mute button in the toolbar. Mute toggles to Unmute, so to unmute your microphone, click Unmute from the Participants menu or the Unmute button. Note: The host/presenter can mute and lock your microphone, after which you will not be able to speak. Using Emoticons When communicating during an AT&T Connect meeting, you can express yourself graphically using a range of emoticons. These emoticons are also displayed to the other meeting attendees; each emoticon selected is displayed alongside your name in the Participants list. Note: Hosts can disable emoticons, together with requests to speak (from the Event menu, click Event Settings and then select the relevant options in the Policy section). AT&T Connect Participant Application User Guide 38
To select an emoticon: 1 From the Participants menu, click Choose Emoticon. or 2 Click the arrow to the right of the Raise Hand button in the toolbar. (This button is displayed by default though it is replaced by any emoticon selected.) In either case, a dropdown palette of emoticons is displayed. Figure 19 Emoticons 3 Select the relevant emoticon. The selected button and appears pressed on the toolbar. This emoticon also replaces your icon in the Participants list. To cancel an emoticon: From the toolbar, click the selected emoticon. The button is replaced by the Raise Hand button, and your icon in the Participants list returns to its normal mode. Or 1 From the toolbar, click the arrow to the right of the emoticon you selected. or Choose Emoticon from the Participants menu. The dropdown palette of emoticons is displayed. AT&T Connect Participant Application User Guide 39
2 Select Finish + name of emoticon at the bottom of the palette. This option is dynamic according to the emoticon selected and is not represented by an icon. For example, if you currently have the Applaud emoticon selected, the option will be displayed as Finish Applaud. Using Notes The Raise Hand button is displayed again, and your icon in the Participants list returns to its normal mode. Note: Stepping out of the meeting or receiving speaking/presenting rights will cancel any selected emoticon. In addition, the presenter can clear selected emoticons at any time. From the Participant Application you can send a note to meeting attendees, either to ask a question or make a comment. Sending a Note This section describes several ways to send a note to other meeting attendees. Note: The Notes tab is displayed to both hosts and participants during any meeting. Participants can reply to private notes sent to them but cannot reply to a public note. Tip: The Notes tab can be resized as required, by dragging the split bars to the left and below the tab. To send a note: 1 From the toolbar, click the Send Note icon. or In the Participants list, right-click the row of the relevant participant and in the displayed popup menu, select Send Private Note. or When the participant to whom you want to send the note is selected in the Participants list, from the Participants menu click Actions on + participant s name>send Private Note. 2 In the displayed New Note window, select the relevant attendee from the Send Note to dropdown list. Note that if you right-clicked on the attendee or used the option from the Participants menu (as described in Step 1), this AT&T Connect Participant Application User Guide 40
attendee is by default selected. You can also select All to send a public note to all attendees. Figure 20 New Note Window 3 Type your message and click Send. The window automatically closes. To send a note via the Notes tab (Chat Style): 1 From the Notes tab, select the relevant attendee from the To dropdown list. Select All to send a public note to all attendees). Figure 21 Note Window via Notes Tab Note: The Notes tab is displayed slightly differently for presenters and participants. 2 Type your message and click Send. If you defined your display style as Chat, the note is immediately displayed in the Notes transcript box. (The display style can be Chat, Popup or Inbox. For more information, see Defining Note Settings.) AT&T Connect Participant Application User Guide 41
Receiving a Note Tip: When working in the Chat style, you can force line breaks by pressing Ctrl + Enter on your keyboard. Any time during the meeting you can receive notes from others in the meeting. Depending on the display style you have chosen (as described in Defining Note Settings), the display of incoming notes will be different. This section describes receiving notes in the Chat, Popup and Inbox styles. Regardless of the style, when receiving a new note the icon on the Notes tab flashes for 5 seconds (if defined accordingly, see the Defining Note Settings section for further information). In addition, a Notes Unread message is displayed, according to the number of notes you have yet to read. Unread messages are also displayed in bold text in the Chat or Inbox display styles (the sender s name is initially in bold, but after clicking the note the bold is removed). Note: You can reply to all notes with the exception of public notes. Figure 22 New Note Notification (Inbox Style) To receive notes in the Chat style: When working in the Chat display style, all notes you send and receive are stored in the Notes transcript box and conform to the following color legend: orange for public notes sent to all attendees and blue for private notes sent to/received from participants. AT&T Connect Participant Application User Guide 42
Figure 23 Chat Notes To send a reply to a private note, right-click on the note in the Notes transcript box and in the displayed popup menu, select Reply to Note, or type Shift+R. Type your message and click Send. To receive notes as a Popup: You can receive a note that is displayed in a popup window. AT&T Connect Participant Application User Guide 43