Meeting Exchange Express Release 2.0 Service Pack 1 User Guide 04-602574 Issue 1 May 2009
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Contents Chapter 1: Introduction.................................. 5 Reservation Wizard on the Web Interface...................... 5 Avaya Conference Scheduler plug-in for Microsoft Outlook............ 5 Avaya Plug-in for IBM Lotus Notes and Sametime................. 5 What We Cover in this Guide............................. 6 Chapter 2: Installing Conference Scheduler for Microsoft Outlook.......... 7 Silent Installation................................... 7 Manual Installation................................... 8 Conference Scheduler Pre-requisites........................ 9 If you are using Microsoft Outlook 2003..................... 9 If you are using Microsoft Outlook 2007..................... 9 Installing Pre-requisites.............................. 9 Conference Scheduler Updates............................ 11 Chapter 3: Using Conference Scheduler for Microsoft Outlook............ 13 Using the Plug-in for the First Time......................... 13 Setting up an On-demand Conference........................ 14 Booking a Scheduled Conference.......................... 17 Editing a Conference............................... 22 Deleting a Conference............................... 23 Microsoft Outlook in Offline Mode........................ 23 Joining a Conference................................. 23 Chapter 4: Reserving a Conference using the Web Interface............. 25 Logging on to Meeting Exchange Express Web Interface............. 25 Configuring General Settings............................. 26 Setting up the Scheduling Details.......................... 29 Booking Recurring Conferences........................... 30 Configuring Conference Attributes.......................... 31 Setting up a Blast Dial List............................ 33 Adding entries................................. 34 Deleting entries................................ 34 Importing large numbers of entries...................... 34 Associating a blast dial list with a conference................ 35 Configuring Moderator Options........................... 35 Scheduling a Conference............................... 37 Editing a Reservation................................. 39 Deleting a Reservation................................ 41 Meeting Exchange Express User Guide May 2009 3
Contents Chapter 5: Listening to your Conference Recordings................. 43 Chapter 6: Telephone Keypad Controls......................... 45 Moderator Key Maps.................................. 45 Participant Key Maps................................. 46 Playback Key Maps.................................. 47 Moderator Modification Options........................... 47 Index........................................ 49 4 Meeting Exchange Express User Guide May 2009
Chapter 1: Introduction In Avaya Meeting Exchange Express, there are a number of ways for you to book a conference. You can use the Meeting Exchange Express Web Interface, the Avaya Conference Scheduler plug-in for Microsoft Outlook, or the Avaya plug-in for IBM Lotus Notes: Reservation Wizard on the Web Interface Avaya Conference Scheduler plug-in for Microsoft Outlook Avaya Plug-in for IBM Lotus Notes and Sametime Reservation Wizard on the Web Interface You can book conference calls using the Meeting Exchange Express Web Interface, which provides a Reservation Wizard to help you make your conference booking. Using the Reservation Wizard, you can customize the conference to meet your requirements. Avaya Conference Scheduler plug-in for Microsoft Outlook Alternatively, you can use the Conference Scheduler plug-in for Microsoft Outlook to book your conference calls. The Conference Scheduler plug-in seamlessly integrates with your Microsoft Outlook calendar to provide an additional tab in the New Appointment dialog. Using the Conference Call tab, you can book a conference. The conference access details are sent along with the other details of the meeting to all invitees you have selected. Avaya Plug-in for IBM Lotus Notes and Sametime Avaya also offer an integration between Meeting Exchange Express 2.0 Service Pack 1 and IBM Lotus Notes and Sametime. With this integration, Users can avail of the Click-to-Call and Click-to-Conference features of IBM Lotus Sametime 7.5.1. For more information, contact your Avaya Support Engineer or access the Meeting Exchange Express 2.0 for IBM Applications User Guide from http://www.avaya.com/. Meeting Exchange Express User Guide May 2009 5
Chapter 1: Introduction What We Cover in this Guide This guide describes two methods of booking a conference call. It describes the Reservation Wizard on the Web Interface and the Avaya Conference Scheduler plug-in for Microsoft Outlook. In addition, it describes how to install the Conference Scheduler plug-in for Microsoft Outlook. It also provides a short description of the keypad commands that you can use during your conference call. It is important to note that the keypad commands are configurable. Your System Administrator may have changed the default commands. The main sections in this guide are: Installing Conference Scheduler for Microsoft Outlook Using Conference Scheduler for Microsoft Outlook Reserving a Conference using the Web Interface Telephone Keypad Controls 6 Meeting Exchange Express User Guide May 2009
Chapter 2: Installing Conference Scheduler for Microsoft Outlook This chapter describes the installation of Avaya Conference Scheduler plug-in for Microsoft Outlook. You can install the Conference Scheduler plug-in if you have Microsoft Outlook 2003 or Microsoft Outlook 2007. There are two ways to install the Conference Scheduler plug-in. Your System Administrator will let you know which method applies to your situation: Silent Installation Manual Installation This chapter also describes the pre-requisites that the Conference Scheduler plug-in requires in order to successfully operate. In general, your System Administrator will ensure that these pre-requisites are in place. Lastly, this chapter describes what you have to do to access any software updates. Conference Scheduler Pre-requisites Conference Scheduler Updates Silent Installation Systems Management Server (SMS) is a technology that your System Administrator uses to push out software updates to the entire company network. Tivoli is another example of push technology. SMS and Tivoli are tools which enable silent installation. Using push technology, your System Administrator can push software on to your computer with minimal impact on your productivity and virtually zero downtime. The installation packages for the Conference Scheduler plug-in for Microsoft Outlook are available on your company network as soon as your System Administrator installs Avaya Meeting Exchange 5.1 in your organization. Your System Administrator will choose the Conference Scheduler plug-in for Microsoft Outlook 2003 or the Conference Scheduler plug-in for Microsoft Outlook for 2007. Avaya make both plug-ins available with Meeting Exchange. When your System Administrator uses push technology, you must restart your computer in order to access the Conference Scheduler plug-in for Microsoft Outlook. Typically, with a push installation, this restart action is the only action that you will have to perform in order to successfully access the Conference Scheduler plug-in for Microsoft Outlook on your computer. Meeting Exchange Express User Guide May 2009 7
Chapter 2: Installing Conference Scheduler for Microsoft Outlook Manual Installation To install Avaya Conference Scheduler plug-in for Microsoft Outlook: 1. Using your browser, access the following Website: http://<avaya Meeting Exchange Bridge IP>/outlook Tip: Tip: Your System Administrator can provide you with the Avaya Meeting Exchange Bridge IP address. 2. If you have Microsoft Outlook 2003 installed on your computer, click Plugin Installer for Outlook 2003. If you have Microsoft Outlook 2007 installed on your computer, click Plugin Installer for Outlook 2007. 3. Click Run on any File Download Security Warning and Internet Explorer Security Warning dialogs. Alternatively, you can click Save to save the ClientSetup.exe to your computer. When you save the file, double-click it to start the installation wizard. The installation wizard checks your computer to verify that you have all the pre-requisites in place. If your computer does not have the pre-requisites, the installation wizard displays a license agreement. For more information, see Conference Scheduler Pre-requisites on page 9. When the pre-requisites are installed, the installation wizard displays the Welcome to the Outlook Conference Scheduler Setup Wizard dialog. 4. On the Welcome to the Outlook Conference Scheduler Setup Wizard dialog, click Next. 5. On the License Agreement dialog, select I Agree and click Next. 6. On the Conferencing Bridge Details dialog, enter the Avaya Meeting Exchange Bridge IP address in the Hostname or IP Address field. Enter your e-mail address in the Bridge E-mail Address field and enter your password in Password field. Click Next. Tip: Tip: Your System Administrator can provide you with the Avaya Meeting Exchange Bridge IP address. 7. Close Microsoft Outlook. 8. Navigate through the remainder of the installation wizard by selecting an installation folder, confirming your details, and starting the actual installation. 9. When the installation wizard is finished, you can restart Microsoft Outlook and begin using the Avaya Conference Scheduler plug-in for Microsoft Outlook. 8 Meeting Exchange Express User Guide May 2009
Conference Scheduler Pre-requisites Conference Scheduler Pre-requisites Microsoft Office Outlook 2003 and Microsoft Office Outlook 2007 require different pre-requisites. The Conference Scheduler for Microsoft Outlook installation wizard detects which version that your computer is running. It also detects which components you require. If you are using Microsoft Outlook 2003 If you are using Microsoft Outlook 2007 Installing Pre-requisites If you are using Microsoft Outlook 2003 Microsoft.Net Framework 2.0 Microsoft Visual Studio Tools for Office 2005 Runtime Microsoft Visual Studio Tools for Office 2005 Language Pack (optional) Microsoft Office 2003 Primary Interop Assemblies If you are using Microsoft Outlook 2007 Microsoft.Net Framework 2.0 Microsoft Visual Studio Tools for Office 2005 Second Edition Runtime Microsoft Office 2007 Primary Interop Assemblies Installing Pre-requisites In general, your System Administrator will ensure that these pre-requisites are in place prior to the installation of the Conference Scheduler for Microsoft Outlook. You may be required to click Accept on the Outlook Conference Scheduler Setup dialog for each of the required components. Figure 1 and Figure 2 show some examples. Meeting Exchange Express User Guide May 2009 9
Chapter 2: Installing Conference Scheduler for Microsoft Outlook Figure 1: Outlook Conference Scheduler Setup Figure 2: Outlook Conference Scheduler Setup When you click Accept, the installation wizard installs the components. 10 Meeting Exchange Express User Guide May 2009
Conference Scheduler Updates Figure 3: Outlook Conference Scheduler Setup Figure 4: Outlook Conference Scheduler Setup The installation wizard completes the installation of the pre-requisites and displays that Welcome to the Outlook Conference Scheduler Setup Wizard dialog. Conference Scheduler Updates If your System Administrator updates the release of the Conference Scheduler software, the software that you are running on your computer will be out of date. There are two options in this situation: You can uninstall the old version using the Add/Remove Programs feature of your operating system. You can then install the new version of the Conference Scheduler software that your System Administrator makes available to you. Your System Administrator may opt to silently install the new software on your computer using a silent installation technology, such as Systems Management Server (SMS). Meeting Exchange Express User Guide May 2009 11
Chapter 2: Installing Conference Scheduler for Microsoft Outlook 12 Meeting Exchange Express User Guide May 2009
Chapter 3: Using Conference Scheduler for Microsoft Outlook The Conference Scheduler plug-in for Microsoft Outlook enables you to send out your on-demand conference details and book scheduled conference calls. The Conference Scheduler plug-in for Microsoft Outlook integrates with Microsoft Outlook 2003 and Microsoft Outlook 2007. To illustrate the various tasks that you can perform using the Conference Scheduler plug-in, this chapter contains graphics from both Microsoft Outlook 2003 and Microsoft Outlook 2007. Using the Plug-in for the First Time Setting up an On-demand Conference Booking a Scheduled Conference Joining a Conference Tip: The Microsoft Outlook Conference Call tab does not support cut and paste functionality using the CTRL+C and CTRL+V shortcuts. However, you can use the mouse right-click Cut and Paste options or the Cut and Paste option on the Edit menu on the toolbar. Tip: Chapter 6: Telephone Keypad Controls on page 45 contains a list of telephone keypad shortcuts. Avaya recommends printing this short appendix for reference during live conferences. Using the Plug-in for the First Time The first time you use the Conference Scheduler plug-in, the system displays a Conferencing dialog. You must enter your e-mail address and the password from the e-mail which instructed you to install the plug-in. See Figure 5 for more information. You only have to do this the first time you use the Conference Scheduler plug-in. From that point onwards, the system remembers the information. Meeting Exchange Express User Guide May 2009 13
Chapter 3: Using Conference Scheduler for Microsoft Outlook Figure 5: Conferencing Dialog Once you enter your details, the plug-in now displays the access details for your on-demand conference. Setting up an On-demand Conference Complete these steps to set up a demand conference. 1. Select Calendar on Microsoft Outlook. The Calendar screen is displayed. 2. Select New. The New Appointment window is displayed. You can also select Meeting Request from the New drop-down menu. 14 Meeting Exchange Express User Guide May 2009
Setting up an On-demand Conference Figure 6: New Appointment Window from Microsoft Outlook 2007 3. Select the Conference Call tab or button. The Conference Call tab is displayed. Meeting Exchange Express User Guide May 2009 15
Chapter 3: Using Conference Scheduler for Microsoft Outlook Figure 7: Conference Call Tab from Microsoft Outlook 2003 4. Select Use on demand audio conference. 5. If you want to include a Web conference component, select Web Conference. The Web conference link is displayed. This Web conference link is customized for you, as the conference Moderator. You cannot click directly on this link but you can paste it into an Internet browser. A Web conference link for regular conference Participants is displayed in the Appointments tab. If you click on the Appointment tab, the access details are also displayed. 6. Select the Scheduling tab. The Scheduling screen is displayed. 7. Enter the people whom you want to include in the conference in the All Attendees area. 8. Select Appointment. 9. Enter a title for the conference in the Subject field. 10. Click Save and Close. An e-mail displaying the conference details is sent to all the invitees. 16 Meeting Exchange Express User Guide May 2009
Booking a Scheduled Conference Booking a Scheduled Conference Complete these steps to reserve a conference using the Conference Scheduler plug in. 1. Select Calendar on Microsoft Outlook. The Calendar screen is displayed. 2. Select New. The New Appointment window is displayed. You can also select Meeting Request from the New drop-down menu. Figure 8: New Appointment Window from Microsoft Outlook 2003 3. Enter any meeting details on the Appointment tab, just like a regular meeting. 4. Select the Conference Call tab. The Conference Call tab is displayed. Meeting Exchange Express User Guide May 2009 17
Chapter 3: Using Conference Scheduler for Microsoft Outlook Figure 9: Conference Call Tab from Microsoft Outlook 2003 5. Select Schedule an audio conference. The audio conference fields are displayed. 18 Meeting Exchange Express User Guide May 2009
Booking a Scheduled Conference Figure 10: Audio Conference Fields from Microsoft Outlook 2003 You can enable, or disable, any of the following settings. Any changes you make to the settings are saved as defaults and will be used the next time you use the Conference Scheduler for Microsoft Outlook. Table 1 lists the default values that you are likely to see when you first use Conference Scheduler for Microsoft Outlook. Your System Administrator may have chosen different settings, but these are the most common. Table 1: Moderator Settings Field Description Default Web Conference Play Tone on Entry Play Tone on Exit Select the Web Conference option to enable the Avaya Web Conferencing application to share visual data during the conference call. The conferencing system plays a tone when a caller enters the conference. The conferencing system plays a tone when a caller leaves the conference. No Yes Yes 1 of 2 Meeting Exchange Express User Guide May 2009 19
Chapter 3: Using Conference Scheduler for Microsoft Outlook Table 1: Moderator Settings (continued) Field Description Default Play Name on Entry Also known as Name Announcement on Entry Name Announcement on Exit Auto-Generate Codes Request Bill Code Moderator Hang-Up Wait for Moderator Auto-Extend Ports Auto-Extend Duration The conferencing system plays the name of the Conferee when they enter the conference. The conferencing system plays the name of the Conferee when they leave the conference. The conferencing system automatically produces access codes for the conference. If Auto-Generate Codes is enabled, the Moderator Passcode and Conferee Passcode fields on the Conference Call tab are disabled. The conferencing system prompts Moderators for a billing code before it grants access to the conference. The conference closes when the last Moderator leaves the conference. The conference begins when the first Moderator enters the conference. The conferencing system automatically extends the size of the conference, if the resource are available. The conferencing system automatically extends the length of the conference, if the resource are available. No No Yes No Yes Yes No No 2 of 2 6. Select the Scheduling tab. The Scheduling screen is displayed. 7. Enter the people who you want to attend the conference in the All Attendees area. 20 Meeting Exchange Express User Guide May 2009
Booking a Scheduled Conference 8. Optionally, you can book a recurring or repeating conference. It is important to note that on the Appointment Recurrence dialog, if you select Daily, Weekly, Monthly, or Yearly, you must enter 1 in the day(s), week(s), month(s), and year(s) fields. So, if you select Daily, you must enter 1 in the Every X day(s) field. If you select Weekly, you must enter 1 in the Recur every X week(s) on field. Similarly, if you select Monthly, you must enter 1 in the of every X month(s) field. Lastly, Yearly implies every one year. 9. Optionally, you can book a Web component by selecting Web Conference. The Web conference link is displayed. This Web conference link is customized for you, as the conference Moderator. You cannot click directly on this link but you can paste it into an Internet browser. A Web conference link for regular conference Participants is displayed in the Appointments tab. Figure 11: Conference Call Tab from Microsoft Outlook 2003 with Web Conference 10. Select Appointment. 11. Enter a title for the conference in the Subject field. Meeting Exchange Express User Guide May 2009 21
Chapter 3: Using Conference Scheduler for Microsoft Outlook 12. If you want to provide a physical location for the conference, such as a meeting room, enter this information in the Location field. The Conference Scheduler Plug-in also automatically enters the dialing information in the Location field. It does not delete any information that you have already entered. For example, if you enter Meeting Room 1, the Conference Scheduler Plug-in reformats this text to display <Dial-in Number> Meeting Room 1 <Conferee Passcode>. 13. Click Save and Close. An e-mail displaying the conference details is sent to all the attendees. The conference access details display in the Appointments tab after you send the invitation e-mail. The access details do not display in the Appointments tab before you send the invitation e-mail. Editing a Conference You can make changes to your conference in the regular way, using Microsoft Outlook. To make changes: 1. Go to the Calendar view. 2. Double-click on your conference. Microsoft Outlook displays the conference. 3. Update the conference as necessary. 4. You can click Save and Close to save your changes and close the conference. Alternatively, you can click Send Update to send the new details to your invitees. This option also saves the details and closes the conference. At this point, it is important to note two limitations with regards to recurring conferences: The Avaya Conference Scheduler for Microsoft Outlook does not support the drag and drop feature for single instances of recurring conferences. So, you cannot drag a single instance of a recurring conference to a new date in the calendar. The Avaya Conference Scheduler for Microsoft Outlook does not support the editing of a single instance of a recurring conference, followed by the editing of the entire series of recurring conferences. 22 Meeting Exchange Express User Guide May 2009
Joining a Conference Deleting a Conference You can make delete a once-off, individual conference in the regular way, using Microsoft Outlook. However, if your conference is part of a recurring conference series, you cannot delete it. The Avaya Conference Scheduler Plug-in for Microsoft Outlook does not support the deletion of an instance of a conference within a recurring series of conferences. To delete your conference: 1. Go to the Calendar view. 2. Double-click on your conference. Microsoft Outlook displays the conference. 3. From the File menu, select Delete. Alternatively, you can click the Delete option on the graphical toolbar. Microsoft Outlook deletes the conference. Microsoft Outlook in Offline Mode If Microsoft Outlook is in offline mode, but is still connected to the network, then the plug-in operates as normally. It retrieves the details of users on-demand conferences and it creates new scheduled conferences for users. However, if Microsoft Outlook is in offline mode and is not connected to the network, then the plug-in displays a network error if users try to retrieve on-demand conference details or schedule new conferences. Joining a Conference This is an optional feature. Your System Administrator may have enabled it on your system. 1. Open an existing conference. On the Appointment screen, the Conference Scheduler Plug-in displays a Join Conference button on the toolbar at the top of the screen. If you are using Microsoft Outlook 2007 you will see the Join Conference button in the Add-Ins menu of the appointment. 2. Click the Join Conference button. The Conference Scheduler Plug-in displays the Join Conference dialog. Meeting Exchange Express User Guide May 2009 23
Chapter 3: Using Conference Scheduler for Microsoft Outlook 3. Enter a telephone number to enter the conference. Alternatively, select a telephone number from the Enter Phone Number drop-down list, which displays previously dialed telephone numbers. 4. Click Dial. The Conference Scheduler Plug-in dials the conference. If you create the appointment, you join the conference as a Moderator. If you are an appointment recipient, you join a conference as a participant. 24 Meeting Exchange Express User Guide May 2009
Logging on to Meeting Exchange Express Web Interface Chapter 4: Reserving a Conference using the Web Interface You can create conference reservations using the Meeting Exchange Express Web Interface. To schedule a conference or a series of repeating conferences, you must use the Conference Reservation Wizard. You can access the Conference Reservation Wizard on the Conference Reservations screen, which is in the Provisioning section of the Meeting Exchange Express Web Interface. To log on to the Meeting Exchange Express Web Interface, see the following section: Logging on to Meeting Exchange Express Web Interface The Conference Reservation Wizard consists of a series of five steps. To schedule a conference or a series of repeating conferences, you complete five steps. You can return to a previous step at any time. The five steps are: 1. Configuring General Settings 2. Setting up the Scheduling Details 3. Booking Recurring Conferences 4. Configuring Conference Attributes 5. Configuring Moderator Options These five steps enable you to schedule a conference. The five steps are summarized in this section: Scheduling a Conference Logging on to Meeting Exchange Express Web Interface To log on to the Meeting Exchange Express Web Interface, you require an e-mail address and a password. 1. Enter the Meeting Exchange Express Web Interface URL in a Web browser. Alternatively, your System Administrator may have saved this link: - In your Favorites menu Meeting Exchange Express User Guide May 2009 25
Chapter 4: Reserving a Conference using the Web Interface - On an internal Website The Meeting Exchange Express Web Interface URL usually takes the following form: https://<mxexpressserver>/mx 2. Click Yes on the Security Alert dialog. The Security Alert dialog may not appear. It depends on your network settings. 3. Enter your e-mail address in the Email Address field. 4. Enter your password in the Password field. If you do not know your password, contact your System Administrator. 5. Click Logon. Configuring General Settings The General Settings step is the first step in the conference reservation process. In the General Settings step, enter the name of the conference and a number of other details relating to the size of the conference and the access passcodes. The General Settings step contains the following fields. Table 2: General Conference Reservation Settings Field Description Conference Name* Enter the title for your conference in this field. For example, weekly product development call. Conference Subject Enter additional information in this field. For example, release 3.0 update. This is an optional field. Conference Owner E-mail* Type The Conference Owner E-mail field displays the address that you used when you logged into the Meeting Exchange Express interface. The Type field displays the type of conference that you are reserving. You can book a scheduled conference using the Meeting Exchange Express 2.0 Service Pack 1 Web interface. A scheduled conference is a conference that has a defined start time and end time. When you book a scheduled conference, the booking engine reserves system resources to cater for the duration and size of the conference. 1 of 3 26 Meeting Exchange Express User Guide May 2009
Configuring General Settings Table 2: General Conference Reservation Settings (continued) Field Seats* Auto Extend Seats Language Moderator Passcode Description Enter the number of people that you expect to attend your conference. You may also be able to select the Auto Extend checkbox. Your System Administrator can restrict your access to certain conference features, such as automatic conference size extension. If this is the case, the conferencing system disables the Auto Extend checkbox. In a situation where you are aware that many people are joining your conference, but that they will congregate in a meeting room, using a single telephone line, you can book a smaller number of seats. For example, if you are aware that 20 people are joining your conference but that most of them are together in a meeting room, you could book just five seats. If you select the Auto Extend checkbox, the conferencing system automatically increases the size of the conference if more participants access the conference than you originally anticipated. Your System Administrator can restrict your access to certain conference features, such as automatic conference size extension. If this is the case, the conferencing system disables the Auto Extend checkbox. You can select the language that you wish to associate with the conference. There are a number of languages available. The in-conference audio prompts are played in the language that you select here. Enter a passcode for Moderator access in the Moderator Code field. Your System Administrator can restrict your access to certain conference features, such as Moderated conferences. If this is the case, the conferencing system disables the Moderator Code field. The conferencing system also disables the Moderator Code field if the conferencing system automatically generates the Moderator code. If you click Auto Generate Passcode, Meeting Exchange Express automatically creates codes for your conference. Auto Generate Passcode is enabled by default. Tip: Tip: Avaya recommends that you use the Auto Generate Passcode feature. 2 of 3 Meeting Exchange Express User Guide May 2009 27
Chapter 4: Reserving a Conference using the Web Interface Table 2: General Conference Reservation Settings (continued) Field Participant Passcode Create Web Conference Description Enter a passcode for Participant access in the Participant Code field. The conferencing system disables the Participant Code field if the conferencing system automatically generates the Participant code. If you click Create Web Conference, Meeting Exchange Express provides you with a hypertext link to the Avaya Web Conference application. Meeting Exchange Express displays the hypertext link in the confirmation notification e-mail that you receive following your conference booking. Using Avaya Web Conference, you can enter a data conference either by following the email link or using their web browser to browse to a URL and then entering security details. The conference client is loaded in the Web browser and enables conference Participants to communicate with each other using the following methods. Chat (sending text messages) Whiteboard (free-form text and drawings) Shared applications (one user can share a program running on their computer and other users can see it in operation; another user can even take control and work with the program as if it were running on their own computer) Slide shows (snapshots of the Whiteboard or shared applications, PowerPoint slides, or JPEG images or voting slides; all slides can be annotated as they are discussed ) 3 of 3 * indicates a mandatory field. 28 Meeting Exchange Express User Guide May 2009
Setting up the Scheduling Details Setting up the Scheduling Details The Scheduling Details step is the second step in the conference reservation process. In the Scheduling Details step, enter a number of details relating to the start time of the conference and the conference duration. The Scheduling Details step contains the following fields. Table 3: Scheduling Details fields Fields Start Date Start Time Duration End Time Auto Extend Duration Time Zone Early Start Description Enter the date that you want the conference to start. Enter the time that you want the conference to start. Select a duration for the conference reservation from the Duration drop-down list. If you select a value from the Duration drop-down list, the End Time drop-down list becomes blank. Your System Administrator can restrict your access to certain conference features, such as automatic conference length extension. If this is the case, the conferencing system disables the Auto Extend Duration checkbox. Enter the finish time that you want to associate with the conference. If you select the Auto Extend Duration checkbox, the conferencing system automatically increases the length of the conference if it lasts longer than you anticipated. Your System Administrator can restrict your access to certain conference features, such as automatic conference length extension. If this is the case, the conferencing system disables the Auto Extend Duration checkbox. Select a time zone from the Timezone drop-down list. The Timezone drop-down list contains a limited number of worldwide timezones. If you would like to be able to start the conference before the actual start time that you selected from the Start Time drop-down list, select an appropriate value from the Early Start drop-down list. The values are in minutes as follows: 5, 10, 15, 30, 45, and 60. Meeting Exchange Express User Guide May 2009 29
Chapter 4: Reserving a Conference using the Web Interface Booking Recurring Conferences The Scheduling Recurrence step is the third step in the conference reservation process. Set up the conference recurrence options using the following fields. Table 4: Conference Recurrence Options Field Daily Weekly Monthly No end date Until date End after Description Click the Daily button if you would like to schedule a conference reservation that repeats every N number of days. For example, you might want to schedule a conference to repeat every 3 days. If you want to schedule a conference to repeat every 7 days, it might be easier to schedule the conference to repeat on a weekly basis. Click the Weekly button if you would like to schedule a conference reservation that repeats every N number of weeks. For example, you might want to schedule a conference to repeat once every 2 weeks. If you want to schedule a conference to repeat once every 4 weeks, it might be easier to schedule the conference to repeat on a monthly basis. You can select which day of the week you would like the conference to occur. You can choose more than one day. For example, you can schedule a conference to occur on the Monday and Wednesday of every third week. Click the Monthly button if you would like to schedule a conference reservation that repeats every N number of months. For example, you might want to schedule a conference to repeat on the first day of the month for a period of 6 months. Click the No end Date button to ensure that the conference reservation repeats until you delete the reservation. Click the Until Date button to specify an end date for the conference reservation. Alternatively, you can use the pop-up calendar feature. For example, you might want to schedule a conference to repeat every third Monday until December 2009. Click the End After button to end the repeating conference after N number of instances. For example, you might want to schedule a conference that repeats every week but ends after a period of 20 weeks. 30 Meeting Exchange Express User Guide May 2009
Configuring Conference Attributes Configuring Conference Attributes In the Behavior Definition step, you may be able to specify conference attributes such as announcement messages and whether you would like to permit dial out from the conference. In the Behavior Definition step, you can also set up a blast dial list. For more information: Setting up a Blast Dial List The Behavior Definition step contains the following fields: Table 5: Conference announcement and dial out settings Field Announce First Person Prompt for Name on Entry Entry Announcement Description If you enable this setting, the conferencing system plays the name of the participant when they enter the conference. If you enable this setting, the conferencing system prompts the participant to say their name before it grants conference access. The Entry Announcement drop-down list has a number of options: None Tone Message Tone + Message Select None to ensure that the conferencing system does not play a message or a tone when a new participant enters the conference. Select Tone to ensure that the conferencing system plays a tone when a new participant enters the conference. Select Message to ensure that the conferencing system plays a message, containing the participant's recorded name, when a new participant enters the conference. Select Tone + Message to ensure that the conferencing system plays a message, containing the participant's recorded name, and a tone, when a new participant enters the conference. 1 of 3 Meeting Exchange Express User Guide May 2009 31
Chapter 4: Reserving a Conference using the Web Interface Table 5: Conference announcement and dial out settings (continued) Field Exit Announcement Conference Recording Mode Description The Exit Announcement drop-down list has a number of options: None Tone Message Tone + Message Select None to ensure that the conferencing system does not play a message or a tone when a participant leaves the conference. Select Tone to ensure that the conferencing system plays a tone when a participant leaves the conference. Select Message to ensure that the conferencing system plays a message, containing the participant's recorded name, when a participant leaves the conference. Select Tone + Message to ensure that the conferencing system plays a message, containing the participant's recorded name, and a tone, when a participant leaves a conference. The Conference Recording Mode drop-down list has a number of options: Off Manual Automatic Select Off to switch off the recording feature. Select Manual to activate the recording feature. To begin recording, the Moderator must enter a DTMF command on their telephone keypad. Select Automatic to activate the recording feature. Automatic recording means that the conferencing system begins to record the conference as soon as the Moderator joins. The Moderator does not need to enter a DTMF command on their telephone keypad to begin the recording feature. 2 of 3 32 Meeting Exchange Express User Guide May 2009
Configuring Conference Attributes Table 5: Conference announcement and dial out settings (continued) Field Blast Dial List Allow Dial Out Description You can create a blast dial list with your scheduled conference. Meeting Exchange Express 2.0 Service Pack 1 Blast Dial functionality enables you to dial out to a group of potential participants simultaneously. For more information, see Setting up a Blast Dial List on page 33. If you enable this setting, Moderators can dial out to other callers using the conference telephone line. 3 of 3 Setting up a Blast Dial List A blast dial list is a list of contact names and associated telephone numbers. The entries in your blast dial list are typically people who commonly attend your conferences. You can set up a personal blast dial list using the Meeting Exchange Express 2.0 Service Pack 1 Web interface. If you enable the Allow Dial Out setting on the Behavior Definition dialog, you can dial out to other telephone numbers while you are attending a conference. Only Moderators can access the dial out functionality. This feature is not available to regular Participants. If you enable Allow Dial Out, you can dial out to either a single telephone number or you can dial out to all the members of a blast dial list using a single DTMF command. The default DTMF commands are as follows: To dial out to a single telephone number, press *1. To dial out to your blast dial list, press *9. These DTMF commands are configurable. For more DTMF commands, see Telephone Keypad Controls on page 45. Important:! Important: It is important to note that the conferencing server only permits you to perform a blast dial once in a conference. These are the common tasks in relation to managing your personal blast dial list: Adding entries Deleting entries Importing large numbers of entries Associating a blast dial list with a conference Meeting Exchange Express User Guide May 2009 33
Chapter 4: Reserving a Conference using the Web Interface Adding entries To add entries: 1. On the Behavior Definition dialog, click Blast Dial List. Meeting Exchange Express displays the Blast Dial List dialog. 2. Enter the contact details in the Phone Number and Name fields. 3. Click Add. Meeting Exchange Express displays the entry in the Blast Dial Users table. 4. If you wish, you can enter more contact details and click Add again. You can repeat this step as many times as you like. 5. Click Save to save the blast dial list. Meeting Exchange Express saves the blast dial list and returns to the Behavior Definition dialog. In Meeting Exchange Express 2.0 Service Pack 1, you cannot edit an existing entry. If you wish to make a change to an existing entry, Avaya recommends that you delete the entry and add a new entry with the corrected details. Deleting entries To delete entries: 1. On the Behavior Definition dialog, click Blast Dial List. Meeting Exchange Express displays the Blast Dial List dialog. 2. Select an entry from the Blast Dial Users table by selecting the checkbox next to their entry. 3. Click Delete. Meeting Exchange Express delete the selected entry. 4. Click Save to save the new blast dial list. Meeting Exchange Express saves the blast dial list and returns to the Behavior Definition dialog. Importing large numbers of entries If you have a large number of contacts, your System Administrator may be able to import them into Meeting Exchange Express. This functionality means that you do not have to manually enter the blast dial list entries. Meeting Exchange Express accepts blast dial lists in comma separated value (.CSV) format. For more information, contact your Meeting Exchange Express System Administrator. 34 Meeting Exchange Express User Guide May 2009
Configuring Moderator Options Associating a blast dial list with a conference To ensure that your personal dial list is associated with a conference: Ensure that Allow Dial Out is enabled for the scheduled conference. Ensure that you have at least one entry in your blast dial list. For more information, see Adding entries on page 34. Tip: Tip: If you forget to configure blast dial when you create your conference reservation, you can edit your conference to configure blast dial. When you click the Edit button to display the Edit Reservation dialog, follow the steps in Associating a blast dial list with a conference on page 35 to configure your blast dial list. Configuring Moderator Options The Moderator Options step is the final step in the conference reservation process. In the Moderator Options step, you specify a number of Moderator features, such as the Wait for Moderator and Second Level Pass Code feature. The Moderator Options step contains the following fields: Table 6: Moderator Options Field Wait for moderator Moderator Hang-up Description Select Yes from the Wait for Moderator drop-down list to ensure that the conference remains closed until the arrival of a Moderator. Select No from the Wait for Moderator drop-down list to ensure that the conference opens as soon as the first participant arrives. If you enable the Wait for Moderator feature, you might also want to enable the Announce Waiting for Moderator feature. Select Yes from the Moderator Hang-Up drop-down list to ensure that the conference finishes as soon as the last Moderator leaves the conference. Select No from the Moderator Hang-Up drop-down list to ensure that the conference remains open until the last remaining participant leaves the conference. 1 of 3 Meeting Exchange Express User Guide May 2009 35
Chapter 4: Reserving a Conference using the Web Interface Table 6: Moderator Options (continued) Field Record Personal Greeting Announce Waiting for Moderator Set Second Level Passcode Description Select Yes from the Record Personal Greeting drop-down list to ensure that the Moderator can record a message that the conferencing system plays to participants as they enter the conference. Select No from the Record Personal Greeting drop-down list to disable the feature that enables the Moderator to record a message for participants. Moderators record this message before they join the conference. If any participants have dialled into the conference before the Moderator joins, they are placed on hold and then hear the message as they join the conference. Select Yes from the Announce Waiting for Moderator drop-down list to ensure that the conferencing system plays a message to participants if the conference is closed because the Moderator has not arrived. Select No from the Announce Waiting for Moderator drop-down list to disable the feature that ensures that the conferencing system plays an explanatory message to participants if the conference is closed because the Moderator has not arrived. It is important to note that before you enable the Announce Waiting for Moderator feature, you must enable the Wait for Moderator feature. Select Yes from the Set Second Level Pass Code feature to add an additional level of security to the conference. If you enable the second level pass code feature, the conferencing system asks Moderators if they want to add a second pass code to provide extra security for their conference. If Moderators enter a second pass code, all participants must enter this second pass code on their telephone keypad to access the conference. Select No from the Second Level Pass Code drop-down list to disable the additional level of security. 2 of 3 36 Meeting Exchange Express User Guide May 2009
Scheduling a Conference Table 6: Moderator Options (continued) Field Allow Options Modification Request Bill Code Description Select Yes from the Allow Options Modification drop-down list to enable the Moderator to modify certain conference attributes once the conference is booked. Select No from the Allow Options Modification drop-down list to fix the conference options as they appear now. Select Yes to request a code for conference billing. Meeting Exchange Express displays this billing code in the notification e-mail. This code is also output in the billing file. Select No if you do not want to receive the billing code for the conference. 3 of 3 Scheduling a Conference Complete these steps to schedule a conference: 1. Click Conference Reservations from the Provisioning menu. Meeting Exchange Express displays the Conference Reservations screen. 2. Click the Add button to enter the Conference Reservation Wizard. Meeting Exchange Express displays the General Settings screen. 3. Enter a title for the conference in the Conference Name field. You can also enter a further explanatory title in the Conference Subject field. This is an optional field. 4. Enter the conference size in the Seats field. 5. Select a language from the Language drop-down list. You can also choose to automatically extend the conference size. 6. Enter a Moderator and a Participant passcode in the Moderator and Participant fields. If you do not enter a passcode, Meeting Exchange Express generates passcodes automatically. Meeting Exchange Express User Guide May 2009 37
Chapter 4: Reserving a Conference using the Web Interface Your System Administrator may have restricted your access to certain conference features. For example, you may not be able to book conferences with Moderators. If this is the case, Meeting Exchange Express disables the Moderator field. 7. Select the Create Web Conference checkbox to enable Avaya Web Conferencing. Avaya Web Conferencing enables you to create and manage a Web conference. 8. Click the Continue button. Meeting Exchange Express displays the Scheduling Details screen. 9. Enter the starting date and starting time in the Start Date and Start Time fields. 10. Enter either a finishing time or a duration in the End Time and Duration fields. If you enter a finishing time, Meeting Exchange Express discards the value in the Duration field. If you enter a duration, Meeting Exchange Express discards the value in the End Time field. You can also choose to automatically extend the conference duration. 11. Select a timezone from the Timezone drop-down list. You can also select an earlier start time than the actual conference start time. 12. Click the Continue button. Meeting Exchange Express displays the Scheduling Recurrence screen. 13. Click the Weekly button. Ensure that the conference repeats every 1 week. 14. Select an appropriate day for the conference. 15. Click the No end date button to ensure that Meeting Exchange Express continues to schedule the conference until you cancel it. Alternatively, you can specify an end date or a maximum number of conference instances. 16. Click the Continue button. Meeting Exchange Express displays the Behavior Definition screen. You can specify a number of conference properties, such as wether you want to enable dial out or whether you want to record the conference. 38 Meeting Exchange Express User Guide May 2009
Editing a Reservation 17. Click the Continue button. Meeting Exchange Express displays the Moderator Options screen. If the conference is a Moderated conference, you can specify a number of Moderator-related conference properties. Your System Administrator may have restricted your access to certain conference features. For example, you may not be able to book conferences with Moderators. 18. Click the Finish button. Meeting Exchange Express returns to the Conference Reservations screen. Meeting Exchange Express adds the conference to the Conference Reservations list. Tip: Tip: It is worth noting that some fields are mandatory and some fields are optional. If you want to schedule a conference and you are short of time, you can enter information in the following fields and leave the others as blank or with the default value: Conference Name Conference Owner Email Seats: This is a mandatory field, but you can accept the default. In the Scheduling Details dialog, set the time of your conference. Click Continue at all other dialogs until you reach the Moderator Options dialog, where you can click Finish. Editing a Reservation You can edit your reservation details once you have booked a reservation. To edit reservation details: 1. Select the reservation from the conference list on the Conference Reservations page. You can select the conference by clicking the checkbox to the left of the conference. You can only select one conference at a time. Meeting Exchange Express enables the Edit button. 2. Click the Edit button. Meeting Exchange Express displays the Reservation Edit dialog. The Reservation Edit dialog contains three tabs. Meeting Exchange Express User Guide May 2009 39
Chapter 4: Reserving a Conference using the Web Interface - The General Settings tab contains the details such as the conference size, name, and passcodes. - The Scheduling Details tab contains details such as the start time and recurrence details if there are any. - The Behavior Definition tab contains details relating to the conference attributes, such as tones and announcements. 3. Edit the reservation details using these three tabs. 4. When you finish making your changes, click the OK button to save the changes and return to the Conference Reservations page. 40 Meeting Exchange Express User Guide May 2009
Deleting a Reservation Deleting a Reservation You can delete your reservation at any time. To delete a reservation: 1. Select the reservation from the conference list on the Conference Reservations page. You can select the conference by clicking the checkbox to the left of the conference. You can only select one conference at a time. Meeting Exchange Express enables the Delete button. 2. Click the Delete button. Meeting Exchange Express displays the Delete Conference Reservation dialog. 3. Click OK to delete the reservation and return to the Conference Reservations page. Meeting Exchange Express User Guide May 2009 41
Chapter 4: Reserving a Conference using the Web Interface 42 Meeting Exchange Express User Guide May 2009
Chapter 5: Listening to your Conference Recordings To listen to your conference recordings, you must dial a special telephone number and follow the audio prompts. Your Meeting Exchange Express System Administrator can provide you with this telephone number. Typically, the recordings are stored on the conferencing server and to access them, you dial into the conferencing server. Many people can access the same recording at the same time. When you initiate a conference playback, you always hear the recording from the beginning of the conference. For a full list of the keypad commands for rewinding, forwarding, and pausing, see Playback Key Maps on page 47. Your Meeting Exchange Express System Administrator controls the deletion of conference recordings. They can tell you the length of time that recordings are typically stored. Meeting Exchange Express User Guide May 2009 43
Chapter 5: Listening to your Conference Recordings 44 Meeting Exchange Express User Guide May 2009
Moderator Key Maps Chapter 6: Telephone Keypad Controls This section lists the DTMF controls that a moderator or participant can use during a conference. It also lists the DTMF menu options that Meeting Exchange Express presents to a moderator when they dial into the conferencing system. These key mapping are configurable. This sheet lists the default key mappings. For more information: Moderator Key Maps Participant Key Maps Playback Key Maps Moderator Modification Options Moderator Key Maps Key Map Action *0 Contact the System Administrator for assistance. *1 Dial out to a new participant. *2 to return to conference with dialled participant. *3 to return to conference without dialled participant. *2 Start and stop conference recording. You must enter a unique file number for the recording. Your Meeting Exchange Express System Administrator controls the required length of file numbers. Typically, the minimum is 1 and the maximum is 9. *3 Extend the size of the conference. *4 Update your conference profile. *5 Start lecture mode (mute all participants). *6 Mute your telephone line. Meeting Exchange Express User Guide May 2009 45
Chapter 6: Telephone Keypad Controls Key Map Action *7 Enable secure conferencing. *8 Play the names of the participants. *9 Dial out to all members of the dial list. #3 Extend the length of the conference. #5 Stop lecture mode (unmute all participants). #6 Unmute your telephone line. #7 Disable secure conferencing. #8 Play the number of participants. ## Leave or hang-up the conference. ** Play the list of key maps and their associated actions. Participant Key Maps Key Map Action *6 Mute your telephone line. #6 Unmute your telephone line. *8 Play the names of the participants. #8 Play the number of participants. *0 Contact the System Administrator for assistance. ** Play the list of key maps and their associated actions. 46 Meeting Exchange Express User Guide May 2009
Playback Key Maps Playback Key Maps Key Map Action 1 Short rewind. 4 Medium rewind. 7 Long rewind. 3 Short fast forward. 6 Medium fast forward. 9 Long fast forward. 5 Pause/Resume (toggle). Moderator Modification Options Meeting Exchange Express presents moderators with a number of options if they enter the DTMF key 2 after they enter their moderator code. If moderators enter the DTMF key 1 after they enter their moderator code, they enter the conference directly. Moderator Modify Actions DTMF Key To set an additional passcode 1 To configure a personal greeting 2 To configure entry and exit options 3 1 = entry options 2 = exit options The current settings are: 1 = tone only 2 = name 3 = tone and name 0 = turn off both tone and name To change the name/record setting 4 To configure moderator hang-up options 5 To configure on hold music 6 To setup a billing code 7 Meeting Exchange Express User Guide May 2009 47
Chapter 6: Telephone Keypad Controls Moderator Modify Actions DTMF Key To setup access to this menu 8 To replay this menu 9 To return to the previous menu * 48 Meeting Exchange Express User Guide May 2009
Index Index A all attendees.................... 16 announcements entry...................... 31 exit...................... 32 appointment.................... 16 auto extend.................... 27 automatic generation of codes........... 20 B blast dial list.................... 34 C calendar...................... 14 codes moderator................... 27 participant................... 28 conference call tab................. 15 contact details................... 34 creating in Outlook on-demand................... 14 scheduled................... 17 creating on the Web scheduled................... 37 cut and paste issue................ 13 D daily....................... 30 deleting conferences Outlook.................... 23 Web...................... 41 dial list...................... 35 dial out...................... 33 DTMF....................... 45 E early start times.................. 29 editing conferences Outlook.................... 22 Web...................... 39 e-mail adress................... 13 entry message................... 31 extending length..................... 20 size....................... 20 G general settings.................. 26 K key mapping.................... 45 keypad codes................... 45 M moderator hang up................. 20 moderator options................. 35 monthly...................... 30 N new appointment................ 14, 17 O offline mode.................... 23 P participant code.................. 28 password..................... 13 personal greeting.................. 36 R recurrence..................... 30 repeating conferences............... 30 S scheduling a conference.............. 37 scheduling details................. 29 scheduling screen................. 16 seats....................... 27 size........................ 27 subject....................... 16 Meeting Exchange Express User Guide May 2009 49
Index T timezone..................... 29 tones....................... 31 entry...................... 19 exit...................... 19 U use on demand audio conference.......... 16 W weekly...................... 30 50 Meeting Exchange Express User Guide May 2009