Your Assistant Collaboration Module

MITEL Your Assistant Collaboration Module User Guide

Notice This guide is released by Mitel Networks Corporation and provides information necessary to use the Mitel Your Assistant Collaboration Module. The guide contents, which reflect current Mitel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in this release. Future product features and applications are subject to availability and cost. Some features or applications may require additional hardware, software, or system administrator assistance. For sales, service, or technical support, contact your local authorized provider: Enter provider information above. If you do not know the contact information for your local provider, use the Strategic Partners & Resellers Mitel Partner Locator link at the top of the Mitel home page (www.mitel.com) to find a location near you. If you have any questions or comments regarding this user guide or other technical documentation, contact the Technical Publications Department (USA) at: tech_pubs@mitel.com Mitel is a registered trademark of Mitel Networks Corporation. All other trademarks mentioned in this document are the property of their respective owners, including Mitel Networks Corporation. All rights reserved. 2003 2009 Mitel Networks Corporation Personal use of this material is permitted. However, permission to reprint/republish this material for advertising or promotional purposes or for creating new collective works for resale or redistribution to servers or lists, or to reuse any copyrighted component of this work in other works must be obtained from Mitel Networks Corporation.

Contents Contents About YA Collaboration Module 1 About this User Guide............................................................ 1 System Requirements............................................................ 1 Host....................................................................... 2 Presenter................................................................... 3 Participant.................................................................. 3 Mitel Support................................................................... 3 Conferencing 5 Conference Properties........................................................... 5 Conference Interface............................................................. 6 Customizing the Interface...................................................... 7 Defining the Interface Appearance for All Attendees.................................. 8 Managing Conferences from UC Advanced.......................................... 9 Starting an Ad-Hoc Conference from the Collab Menu................................ 9 Starting an Ad-Hoc Conference from the People Shutter............................. 10 Receiving a Conference Invitation from UC Advanced............................... 11 Setting Up or Starting a Custom Conference....................................... 12 Using the YA Meetings Window................................................. 14 Copying a Conference URL................................................ 15 Removing a Conference................................................... 15 Joining a Conference..................................................... 15 Managing Conferences from the YA Collaboration Module Web Page................... 16 Accessing the YA Collaboration Module Web Page................................. 16 Starting an Ad-Hoc Conference............................................. 18 Setting Up or Starting a Custom Conference................................... 19 Joining a Conference..................................................... 21 Viewing and Editing Conference Details...................................... 22 Generating Conference E-mail Invitations......................................... 23 Receiving Conference E-mail Invitations.......................................... 24 Leaving and Ending Conferences................................................. 24 Leaving a Conference........................................................ 24 Ending a Conference......................................................... 24 User Status and Privileges....................................................... 25 Changing User Status........................................................ 25 Granting Privileges........................................................... 26 Attendee Flow................................................................. 27 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page iii

Contents Sharing....................................................................... 27 How Sharing Works.......................................................... 28 Bandwidth Requirements.................................................. 28 Sharing Multiple Objects.................................................. 28 Graphics and Frame Rate Optimization....................................... 28 Sharing and Video Streams................................................ 29 The Mitel Printer............................................................. 30 Manually Installing the Mitel Printer.......................................... 30 Manually Printing to the Mitel Printer......................................... 30 Sharing a Document......................................................... 31 Sharing a PowerPoint Presentation.............................................. 32 Sharing a Region............................................................ 33 Sharing an Application........................................................ 34 Sharing a Web Browser....................................................... 35 Sharing a Desktop........................................................... 36 Sharing a Whiteboard........................................................ 36 Remote Control............................................................. 37 Requesting Remote Control................................................ 37 Operating Remote Control................................................. 37 Ending Remote Control................................................... 38 Receiving a Remote Control Request........................................ 38 Giving Remote Control to Another Attendee................................... 38 Working with Shared Objects..................................................... 39 How Shared Objects Appear and How to View Them................................ 39 For the Sharer.......................................................... 39 For the Sharee.......................................................... 40 Shared Objects Toolbar....................................................... 41 The Pointer Tool............................................................ 42 Annotations................................................................ 43 How to Enable Annotation................................................. 43 How to Use the Annotation Tools............................................ 43 Granting Annotation Rights................................................ 44 The Recording Tool.......................................................... 45 Configuring YA Collaboration Module for Recording............................. 45 Using the Recording Tool.................................................. 46 Playing Recordings...................................................... 48 Chat.......................................................................... 49 The Chat Window........................................................... 49 Starting and Stopping Chat Sessions............................................ 51 Page iv Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

Contents Videoconferencing.............................................................. 52 Requirements and Setup...................................................... 52 Bandwidth Requirements.................................................. 52 Configuring Videoconferencing............................................. 53 Starting a Videoconference.................................................... 54 The Video Pane............................................................. 54 Video Style............................................................. 55 Show Names........................................................... 56 Managing Video Streams...................................................... 56 Users List Video Icons.................................................... 56 Starting or Restarting Video Streams......................................... 56 Pausing Video Streams................................................... 57 Stopping Video Streams................................................... 57 Using Advanced Video Controls............................................. 58 Video Options and Preferences................................................. 59 Camera Selection and Properties........................................... 59 Image Resolution, Quality, and Frame Rate................................... 59 Changing All Video Streams............................................... 60 The Video Priority Feature................................................. 61 Videoconferencing Guidelines.................................................. 62 Improving Frame Rate.................................................... 62 Correcting Video Display Problems.......................................... 62 Appendix A: System Rating and Options 63 System Rating................................................................. 63 Options Dialog Box............................................................. 63 General Tab................................................................ 64 Sharing Tab................................................................ 65 Video Tab.................................................................. 66 Video Out Tab.............................................................. 67 Language & Locale Tab....................................................... 68 HotKeys Tab............................................................... 69 Notify Tab.................................................................. 70 Appendix B: The Bandwidth Monitor 71 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page v

About YA Collaboration Module About YA Collaboration Module The Your Assistant (YA) Collaboration Module client is an online conferencing application that assists with real world business needs. It is designed to help you conduct online meetings and presentations, and to provide interactive support and training. The collaboration module delivers information, including user presence, documents, desktop views, annotation, chat, video data and all other conferencing information between users in real time. The YA Collaboration Module is designed to help you overcome physical barriers when presenting information to other users who are connected to the Internet. This guide is designed to help you manage your collaborations. About this User Guide The information in this guide applies to the following Mitel YA Collaboration Module versions: v4.6 (Microsoft Windows Vista -compatible, U.S. English only) 4.5. (Non-Vista-compatible, internationalized) This user guide assumes you are familiar with Microsoft Windows operating systems and Windows-based software applications. System Requirements The YA Collaboration Module required software and hardware depends upon the role you wish to take during conferences. Conference attendees belong to one of three groups - Hosts, Presenters, and Participants. Hosts, who create and lead conferences, require the most system resources. Presenters use the sharing features to lead presentations, and therefore have higher video requirements than the attendees, who view the conference. These roles are not fixed. You may choose to host, present or attend a conference, but you should be aware that the system requirements differ for each role. Computers used for all roles require the following: One of the following browsers: o Microsoft Internet Explorer v5.0 or later o Mozilla Firefox v1.5 or later o AOL Netscape v7.0 or later o Opera v8.5 or later URL, static IP address, or fully qualified domain name of the YA Collaboration server. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 1

About YA Collaboration Module It is important to ensure that your computer has all the necessary components and security privileges before entering a conference session. The following requirements must be met: All the necessary service packs and drivers must be installed (applies to Presenters and Hosts only). Internet Explorer security settings are set to Medium (or more permissive), or the equivalent for other browsers. If the workstation sits behind a Proxy server (such as Microsoft ISA server), the proxy client must be installed on the workstation. NOTE The YA Web Collaboration Module is not supported on Windows 64-bit operating systems. Host Most of the work is executed on the Host and Presenter's computers, so it is important that these workstations have the most power. One of the most useful additions to a Host or Presenter workstation is an accelerated video card, which greatly improves the quality of videoconferencing and the sharing features. Hosts control conference options and content, although they may also simply attend and participate in conferences. Minimum requirements: Intel Pentium 4 / 1.4 GHz processor 256MB RAM 100 Mb Network card Valid TCP/IP address Microsoft Windows XP, Windows 2003, or Windows Vista Microsoft PowerPoint 97 and above for presentations (optional) Recommended: Pentium 4 / 2 GHz processor 512MB RAM 100 Mb Network card Video capture device for videoconferencing (USB or Apple FireWire Webcam recommended) Accelerated video card Valid TCP/IP address Microsoft Windows XP, Windows 2003, or Windows Vista Microsoft PowerPoint 97 and above for presentations (optional) Page 2 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

About YA Collaboration Module Presenter Presenters attend conferences and present materials in the conference, but do not control conference options. Minimum requirements: Pentium 4 / 1.4 GHz processor 256MB RAM 100 Mb Network card Valid TCP/IP address Microsoft Windows XP, Windows 2003, or Windows Vista Microsoft PowerPoint 97 and above for presentations (optional) Recommended: Pentium 4 / 2 GHz processor 512MB RAM 100 Mb Network card Video capture device for videoconferencing (USB or FireWire Webcam recommended) Accelerated video card Valid TCP/IP address Microsoft Windows XP, Windows 2003, or Windows Vista Microsoft PowerPoint 97 and above for presentations (optional) Participant Participants attend conferences but do not control the conference or its contents. Minimum requirements: Pentium 3 / 800 MHz processor 128 RAM 10/100 Mb Network card Valid TCP/IP address Microsoft Windows 95 SR2, 98, ME, NT4 (SP3), 2000, XP, 2003, or Vista Recommended: Pentium 4 / 1.4 GHz processor 512 RAM 100 Mb Network card Video capture device for videoconferencing (USB or FireWire Webcam recommended) Valid TCP/IP address Microsoft Windows XP or Windows Vista Mitel Support To contact support, visit our Web site at http://www.mitel.com/support or send an e-mail message to support@mitel.com. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 3

Conferencing A single conferencing server can host any number of conferences as long as there are sufficient resources available on the server. All conferences are stored on the server and the conference activity is relayed from the host computer to the server and all attendees. The following sections describe conferencing options. Conference Properties Conferences have the following properties: Topic: The topic of the conference is essentially its title. This is a user-defined property that is simply a label for the conference. Password Protection: Conferences may be protected by a password. If a conference is password protected, anybody wishing to join the conference must enter the password in order to join. Public vs. Private: Conferences can be either public or private. Public conferences are designed to be accessible to anyone who connects to the conference server, although they can be secured with a password if necessary. Private conferences require the attendee to know the conference ID or be invited in order to join the conference. Conference ID: Each conference has a code that uniquely identifies the conference to the server. The conference ID is normally a short randomly-generated code (X70, for example), but it may be defined by the conference creator. The conference ID is also useful to attendees, as it can be used to join the conference. Typically, the conference ID is seen only as part of a larger URL. For example, in the join conference link http://198.168.1.121/?join=a7104, the conference ID is A7104, and the server is 198.168.1.121. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 5

Conference Interface There are four conference interface styles available: Layout Style 1 (default), Layout Style 2, Layout Style 3, and Webinar Layout. The conference interface is divided into four major areas. The figures below show where each area is located. 1 Videoconferencing pane: Contains live video from one or more of the conference attendees. See Videoconferencing on page 52 for more information. 2 Chat pane: Contains any active chat sessions between you and the other conference attendees. See Chat on page 49 for more information. 3 Users list: Shows all conference attendees and each attendee s user status (Host, Presenter, or Participant). 4 Shared objects pane: Displays shared documents and PowerPoint presentations. This pane may not be disabled. See Sharing on page 27 for more information. 1 4 2 3 Layout Style 1 (default layout) 4 1 1 3 1 4 2 2 3 4 Layout Style 2 Layout Style 3 Webinar Layout Page 6 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

Customizing the Interface You may customize your interface so that some panes do not appear, and you may resize them as required. Panes may be resized by clicking and dragging the pane dividers ( ). You may also hide panes using the dividers by double-clicking the divider associated with the pane. Double-click the divider again to redisplay the hidden pane or panes. The chat and videoconferencing panes close automatically if there are no active chat or video streams, respectively. To display these panes once they are closed, start a new chat session or enable a video stream. To change the conference interface layout: 1. From the YA Collaboration Module Web page, click the Layout menu. 2. Select one of the following options: Style 1: This is the default layout style for ad-hoc conferences. See the image on page 6 for an example of this layout. Style 2: See the image on page 6 for an example of this layout. Style 3: See the image on page 6 for an example of this layout. Webinar: The Webinar format shows only the videoconferencing and shared objects panes. See the image on page 6 for an example of this layout. Share Only: Only the shared objects pane is displayed. This layout is useful for large or detailed shared objects. Video Only: Only the videoconferencing pane is displayed. Note that video streams have a maximum size defined by the video resolution used, so Video Only mode does not necessarily give you a much larger video image. Full Screen: Much like Share Only, except that the shared objects pane takes up the entire screen. Click the Cancel Full Screen button (or press F11) to revert back to your last layout. = Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 7

Defining the Interface Appearance for All Attendees If you have Host user status, you can determine the layout for all conference attendees. This is useful for Hosts who want to take advantage of the layout features to emphasize certain facets of their presentation, such as video or document/application sharing. There are a number of ways to apply your layout to all attendees: Use the Apply My Layout keyboard shortcut (default Ctrl+F10). Click the Conference menu and select Apply My Layout. If you have a shared document or presentation, click the Apply My Layout button on the sharing toolbar. The Follow My Layout feature is essentially a continuous Apply My Layout command. With Follow My Layout active, YA Collaboration Module applies your layout to other users every time you make a layout change. To toggle the Follow My Layout feature: Click the Conference menu and select Follow My Layout. Page 8 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

Managing Conferences from UC Advanced Mitel Unified Communicator (UC) Advanced provides access to the YA Collaboration Module. The options in the Mitel UC Advanced Collab menu allow you to create, customize, join, and remove conferences. You may also start a conference from the People shutter. Starting an Ad-Hoc Conference from the Collab Menu The fastest and easiest way to start a conference through Mitel YA is to use the Mitel UC Advanced Collab menu. To start a Web conference: 1. Click Collab Start a Web Conference Now. The Start Web Conference Now dialog box appears. 2. Type the conference topic or title into the Topic field. 3. Type a Password for the conference if you want to use one. The password field can be blank if you do not need the conference to be password protected. 4. Select the Public Web Conference option if you want to create a public conference. If you leave this field blank, you create a private conference. 5. Click Start and Join to begin the conference. When you begin the conference, the YA Collaboration Module opens and the conference begins with you as the Host and only conference member. You may invite additional attendees. Conferences created using the Start Web Conference Now dialog box begin with the following default conference options: Video: Active Chat: Active Layout Style: Style 1, with users list shown Public vs. Private: Private Topic: No title Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 9

Starting an Ad-Hoc Conference from the People Shutter UC Advanced allows you to quickly create a conference with a contact listed in your People shutter, provided that the contact is running UC Advanced at the time. NOTE The Start Collaboration option is available only if you are using UC Advanced and if you have a YA Collaboration Module account. To start a conference from the People shutter: Right-click a contact and select Start Collaboration. An invitation showing your name is sent to the target contact. Once the invitation is sent, the YA Collaboration Module opens and the conference starts with you as a Host. The invitee can accept or decline your invitation. If they accept your invitation, the invitee joins the conference. If the invitee declines, you do not receive notification. Conferences created using the People shutter begin with the default conference options: Video: Active Chat: Active Layout Style: Style 1, with users list shown Public vs. Private: Private Topic: No title Page 10 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

Receiving a Conference Invitation from UC Advanced If you use UC Advanced, you may receive a conference invitation generated by another user. Conference invitations look much like an incoming call notification or a chat request (see below). The name of the inviter, who is the Host of the conference, is shown. To join a conference from an invitation: When you receive the conference invitation, click Start Web Conference. The YA Collaboration Module starts and places you in the conference. To decline a conference invitation: Click Decline. When you decline a conference invitation, the inviter is not notified. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 11

Setting Up or Starting a Custom Conference To set up a conference with customized options, including one that starts in the future, use the Customize a Web Conference option in the UC Advanced Collab menu. To set up or start a custom conference: 1. Click Collab Customize a Web Conference. The YA Web Conference Settings - Unified Communicator Advanced dialog box appears. 2. Complete the fields in the Conference Info area: Type the conference topic or title into the Topic field. Type a Password for the conference if you want to use one. The password field can be blank if you do not need the conference to be password protected. Type an ID for the conference. If you leave the ID field blank, the Collaboration Module automatically creates a conference ID for you. Every conference must have an ID. Participants use the conference ID to join the conference. Select the Public Web Conference option if you want to create a public conference. If you leave this field blank, you create a private conference. 3. Select one of the following for the Start Date/Time: By default the Start Now option is selected. If you want the conference to start immediately, use this option. If you want the conference to start at a future time, select Start on and then select the month, day, year, and time for the conference. Page 12 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

4. Select the Layout options for the conference: Conferencing Style: Select a layout style for the conference from the list box. All attendees start the conference using this layout. See User Status and Privileges on page 25 for the possible layout schemes. Show the users list: By default this option is selected and a list of conference participants is displayed. If you do not want the users list to be visible at conference startup, deselect this option. Participants may change their layouts: By default this option is selected and participants have the ability to change the layout style you select for the conference. If you do not want participants to have the ability to change the layout style you selected, deselect this option. 5. Select Chat options for the conference: Private text chat: Select whom you want to include in private text chats from the list box. Text chat with everyone: By default this option is selected and an all-attendee chat session begins automatically at the beginning of the conference. If you do not want to use an all-attendee chat session in your conference, deselect this option. 6. Do one of the following: Click Start & Join Conference to start the conference and join it as a Host. Click Start Conference to start the conference without joining. Or, click Start Conference to commit the scheduled conference to the server. The conference starts at the appointed time. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 13

Using the YA Meetings Window The YA Meetings window, accessible through the Mitel UC Advanced main window, provides a list of public conferences on the YA Collaboration server. From the YA Meetings window, you may: Join public conferences. Remove conferences from the server. Copy meeting URLs. To access the YA Meetings window: Click the Collab menu and select View Web Conference Meeting. The YA Meetings window appears. This window displays conference details. Page 14 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

The following conference properties are shown: Conferencing Owner: The originator of this conference. The owner is also likely a conference attendee and Host, but this is not always the case. Topic: The topic or title of the conference. Meeting URL: The URL of the Web conference. Details: The icons in the details section provide more information about the conference. indicates that the conference is open; mouse over the icon to see how many attendees are in the conference. If this icon does not appear, the conference is scheduled but has not yet started. indicates that the conference is public (rather than private). Since only public conferences are visible for most users, it is likely that all conferences listed display this icon. indicates that the conference is password protected. indicates that videoconferencing is enabled. Copying a Conference URL You can copy a conference URL and enter it into your browser to join a conference and/or paste it into an e-mail invitation to other participants. To copy a conference URL: Right-click a conference and select Copy URL from the context menu. Removing a Conference If all conference attendees leave a conference without anyone ending it, the conference continues to exist on the server despite there being no members. Unused conferences waste server resources and add clutter to the conference list. You may remove unused conferences, effectively ending them, if you are the conference Owner. Be sure that the conference is no longer needed before removing it - after all, a conference with no members could mean that the attendees have taken a break, or have not yet joined. To remove a conference: Right-click a conference and select Remove from the context menu. Joining a Conference While you can join an open conference by entering its URL into your Web browser, there is a much easier way to join a listed conference: To join a conference: Do one of the following: Double-click a conference. Right-click a conference and select Join from the context menu. If you join a conference that is password protected, you are prompted to enter the password when the YA Collaboration Module opens. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 15

Managing Conferences from the YA Collaboration Module Web Page The YA Collaboration Module Web page is created by the YA Collaboration server. You do not need to be connected to the internet to access the page; you do need to be able to access the YA Collaboration Module server using your browser. The YA Collaboration Module Web page provides a number of conference management features, including start, customize, join, and end conferences, or edit conference properties. Accessing the YA Collaboration Module Web Page You can access the YA Collaboration Module Web page by typing in the name or IP address of the YA Collaboration server into your Web browser. For example, in the image below, the user typed the server name (YA4) in the browser Address box to display the Web page. Users can also type in the IP address of the server. The YA Collaboration Module Web page displays all public conferences on the server and their details. The list of conferences is sorted by conference ID. If you log in to the YA Collaboration Module Web page, you have additional options and information. To log into the YA Collaboration Module Web page: 1. Type your User Name and Password in the appropriate fields. 2. Click Login. Page 16 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

Once you have logged in, the conference list changes to display the conferences you own, which includes all of the existing public and private conferences you have created. Click the Logout link in the top right corner of the page to return to the original list of all public conferences. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 17

Starting an Ad-Hoc Conference The fastest and easiest way to start a conference through the YA Collaboration Module Web page is to use the Web Quick Conference box available when you are logged in. To start a Web Quick Conference: 1. Locate the Web Quick Conference area in the bottom left portion of the page. 2. Type the conference topic or title into the Topic field. 3. Type a Password for the conference if you want to use one. The password field can be blank if you do not need the conference to be password protected. 4. Select one of the following for Public: Yes: The conference is public. No: The conference is private. 5. Click Start Conference to begin the conference. When you begin the conference, the YA Collaboration Module opens and the conference begins with you as the Host and only conference member. You may invite additional attendees. Conferences created using the Web Quick Conference box begin with the default conference options: Video: Active Chat: Active Layout Style: Style 1, with users list shown Public vs. Private: Private Topic: No title Page 18 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

Setting Up or Starting a Custom Conference To set up a conference with customized options, or to set up a conference that starts in the future, use the Create Conference button that is available once you have logged in. To set up or start a custom conference: 1. Click Create New Conference. The Create New Conference page appears. 2. Type the conference topic or title into the Topic field. 3. Type a Password for the conference if you want to use one. The password field can be blank if you do not need the conference to be password protected. 4. Select one of the following for the When does the conference start?: By default the Start Now option is selected. If you want the conference to start immediately, use this option. If you want the conference to start at a future time, select Start on and then select the month, day, year, and time for the conference. Select Automatically open the scheduled conference X minutes before scheduled start (where X is the time that you specify) if you want to open the conference early for Hosts and Presenters only. The extra time before the conference starts gives the Host or Presenter time to prepare shared materials. Participants that attempt to join before the scheduled start time are denied. 5. Specify a value for the Conference Hyperlink. The value you enter here becomes the conference ID. The server uses the conference ID as a unique identifier for the conference, and attendees can use the ID to join the conference. NOTE If you leave the field blank, the server assigns a short, arbitrary ID to the conference (X70, for example). This ID is displayed in conference lists and may be used to join conferences. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 19

6. Select Enable Video if you want to enable videoconferencing for the conference. Select an option for videoconferencing control. If you do not have videoconferencing set to start automatically, it may be started during the conference, provided that it is enabled. If you disable videoconferencing, it is not available at any time during the conference. See Videoconferencing on page 52 for more information. 7. Select or deselect Sharing. If you disable sharing, the Share menu is not available and the conference does not include any shared documents, PowerPoint presentations, applications, desktop space, whiteboards, or annotations. See Sharing on page 27 for more information on these features. 8. Select Chat options. The chat options allow you to choose whether a universal chat is enabled automatically at the start of the conference, or if you want a private chat session with select users. You may select both options; multiple chat sessions can be run at the same time. If you don t have chat automatically start at the beginning of the conference, chat sessions may be started during the conference, provided that sharing is enabled. See Chat on page 49 for more information. 9. Select Public or Private for the conference. By default, the conference is private. If you select public, the conference is visible to all users in the conference lists on the YA Collaboration Module Web page and YA Meetings window. 10. Select the Layout options for the conference: Select a layout style for the conference using the option buttons. from the list box. All attendees start the conference using this layout. See User Status and Privileges on page 25 for the possible layout schemes. By default the Allow participants to change their layout option is selected. If you do not want participants to have the ability to change the layout style you selected, deselect this option. 11. By default the Show the users list option is selected and a list of conference participants is displayed. If you do not want the users list to be visible at conference startup, deselect this option. See User Status and Privileges on page 25 for more information on what is meant by Presenter or Participant status. See Changing User Status on page 25 for more information. 12. Do one of the following: Click Start & Join to start the conference and join it as a Host. Click Start to start the conference without joining. Or, click Start to commit the scheduled conference to the server. The conference starts at the appointed time. Page 20 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

Joining a Conference You may join any conference listed on the Web page, or you can join a conference from a browser address bar. To join a conference from the Web page: 1. Click on the link associated with the conference to join the conference. The YA Collaboration Module starts. 2. If the conference is password protected, you are prompted to enter the password when YA Collaboration Module starts. If you are not logged in, the Join Conference box is shown at the bottom left of the Web page. You can join any conference (public or private) using this feature. 3. Enter the conference number (for example, A7104) into the Join Conference box, and click Join. The YA Collaboration Module starts. 4. If the conference is password protected, you are prompted to enter the password when YA Collaboration Module starts. If you know the name or IP of the YA Collaboration Module server and the conference ID of the conference you wish to join, you may join the conference from your Web browser without going to the YA Collaboration Module Web page or opening the Mitel YA. To join a conference from a browser address bar: Type the following string into your Web browser address bar: http://<server name or IP address>/?join=<conference ID> For example, if your server name is YA4, the IP is 198.168.1.121, and the conference ID is A7104, you could type either of the following in the Web browser address box: http://198.168.1.121/?join=a7104 http://ya4/?join=a7104 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 21

Viewing and Editing Conference Details You may view and change the details for the conferences you created. To access the conference details, log into the Web page and click the Details link at the right side of the conference list. The conference details screen shows the conference topic, whether the conference is public or private, if it is possible to join the conference, and how many attendees it has. From the conference details page you can complete the tasks listed below. To view or change the conference password: 1. Click the Set Password link on the left side of the page. 2. The Password field appears. If the field is already filled, the conference is password protected and the contents of the field is the password. If the field is empty, the conference is not password protected. 3. Do one of the following: Enter a password in the field or change the existing password. Erase the existing password, or leave the field blank. 4. Click Save Password to save your changes. To change the public/private status of a conference: Click Make Private to change a public conference to private. Click Make Public to change a private conference to public. To open or close entry to a conference: Click Open Entry to permit new attendees entry into the conference. Click Close Entry to deny new attendees entry into the conference. To end a conference, click End Conference. NOTE You may end unused conferences from the Web site if you are the conference creator. Be sure that the conference is no longer needed before removing it - after all, a conference with no members could mean that the attendees have taken a break, or have not yet joined. Page 22 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

Generating Conference E-mail Invitations You may extend an invitation to potential conference attendees using e-mail messages automatically generated by YA Collaboration Module. To do this, you must join the conference yourself, which brings up the YA Collaboration Module interface. To send an e-mail invitation from the YA Collaboration Module interface: 1. Do one of the following to join the conference as a Host: Join the conference from the YA Meetings dialog box (see page 15). Join the conference from the YA Module Web page (see page 21). NOTE If you are not the host of the conference you can obtain Host user status. See User Status and Privileges on page 25 for more information. 2. From the YA Module interface, do one of the following: Click the Conference menu and select Invite. Click the Invite button ( ) in the upper right corner of the interface. Your default e-mail application opens and automatically generates a new e-mail message with default text in the message body. NOTE If, after clicking the Invite button, you find that the e-mail application that opens is not the one you want to use, you can change the default e-mail application through Internet Options. You must be logged on to your computer as an Administrator to do this. 1. Open Internet Explorer. 2. Click the Tools menu, and then select Internet Options. 3. Click the Programs tab 4. Select the appropriate e-mail client from the list box. 5. Click OK. 3. Modify the e-mail, if required, and add one or more e-mail addresses. If the conference is password protected, include the password in the invitation. 4. Click Send to send the e-mail message. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 23

Receiving Conference E-mail Invitations Conference e-mail invitations are received just like other e-mail message. Click on the link in the invitation to open YA Collaboration Module and join the conference. Even if you receive an invitation, you still need to enter the correct password to join a password-protected conference. Leaving and Ending Conferences Leaving a conference and ending a conference have the same effect: you no longer participate in the conference. However, ending a conference also removes the conference from the server, meaning that the conference is over for all attendees, not just you. Any attendee can leave a conference at their convenience. Only users with Host status can end a conference. Leaving a Conference Leaving a conference removes you as an attendee and exits the YA Collaboration Module. All attendees have the ability to leave a conference. Whenever an attendee leaves a conference, all other attendees are notified with a pop-up and alert noise. These notifications may be customized or disabled; see Appendix A: System Rating and Options on page 63 for more information. \ Ending a Conference Ending a conference removes you as an attendee and exits the YA Collaboration Module, but it also removes the conference from the server, effectively ending the conference for all attendees. Once a conference is ended, no new attendees can join. To end a conference: Click the File menu and select End Conference. You may also end a conference you created without entering the conference. This may be done from the YA Collaboration Module Web page or from the YA Meetings List; see Conference Properties on page 5 for more details. Page 24 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

User Status and Privileges There are three types of users in a conference: Host: The Host has the highest permissions in a conference and is typically the conference moderator. Typically, only one conference attendee has Host status. Hosts can control the navigation of shared objects, create annotations, change their layout, and look ahead in the presentation. Hosts have access to all conference features and may control the conference entirely. Hosts can add or remove permissions from other attendees as required. Presenter: Presenters are attendees who can use the sharing features in a conference, allowing them to lead a presentation during the conference. Participant: Participants are attendees who can view activities in a conference. They can also participate in chat sessions and may be able to change personal options such as their workstation s interface layout. Changing User Status The Users List provides a list of all conference attendees, sorted by status. The Host can change an attendee s status from the user s list. Typically, the list appears at the bottom left corner of the interface, although it may appear somewhere else or not at all, depending on the conference options and layout. To change the status of participant from the Users list: 1. Right-click the user. 2. Select one of the following options: Make Participant: All attendees who join a conference are automatically assigned Participant status. Participants can only view the activities in a conference unless a Host grants the Participant additional privileges (see Granting Privileges on page 26). Make Presenter: Participants can be promoted to Presenters. Once promoted, a Presenter can share documents by using the sharing features. Make Host: This option makes an attendee a Host, which allows that attendee to change user status and grant privileges. Make >: The Make submenu provides options to change the user status as well as grant all privileges (see Granting Privileges on page 26). Using this submenu is simply a shortcut. If you do not use the submenu you first need to change the user status and then grant privileges individually. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 25

Granting Privileges By default, only a Host or Presenter may navigate documents, control the presentation, add annotations, and change the conference layout. However, a Host may grant other conference attendees these privileges. To grant additional privileges from the Users list: 1. Right-click the user. 2. Select Privileges from the context menu. 3. Select the appropriate privileges: Give/Remove Control: Provides permissions to control a shared document or presentation and the ability to use the Apply My Layout and Follow My Layout features. When this option is enabled for an attendee, an arrow appears within the attendee s icon ( ) to indicate they can control the presentation. This option is best used when the Host wants another attendee to control the shared document. Give/Remove Look Ahead: Provides the ability to move between slides or pages without affecting other attendee in the conference. Note that attendee with control rights still have overall control over shared PowerPoint presentation and document navigation. Give/Remove Annotate: Provides the ability to create annotations. The Annotate button becomes visible for that attendee. See Annotations on page 43 for more details. Give/Remove Change Layout: Provides the ability to change the conference layout using the Layout menu. Without this privilege, attendees must view the conference using the layout selected by the Host. All attendees have this privilege by default unless the custom conference options specifically removed it. Page 26 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009

Attendee Flow Unless the conference is closed to new attendees, attendees may join or leave the conference as they please. Even the owner may leave the conference without ending it; conferences do not end unless they are specifically configured to end. Whenever an attendee joins or leaves the conference, all other attendees are notified with a pop-up and alert noise. These notifications may be customized or disabled; see Notify Tab on page 70 for more information. You can leave a conference at any time by clicking the close button ( ) in the top right corner of the YA Collaboration Module, or by selecting Leave Conference from the File menu. See Correcting Video Display Problems on page 62 for more information. Sharing Sharing allows the Host or Presenter to add a document, PowerPoint presentation, application, desktop, or blank whiteboard to a conference. Shared objects are visible to all conference attendees. Depending on what is being shared, shared objects may be browsed, modified, navigated, and annotated during the conference. All sharing features are accessible from the Share menu. Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009 Page 27

How Sharing Works Shared documents, applications, presentations, browsers, and regions are not actually reproduced on the computers of the conference attendees. Rather, the shared area is sent to the Mitel Printer and converted into a vector graphic which is displayed to the other attendees. The advantages to this type of sharing are as follows: When sharing an application, only the Host or Presenter needs to have the application installed because the conference attendees are viewing a picture of the application rather than opening the application themselves. Those attendees with a slow connection to the server are able to keep up with those with fast connections because all attendees are navigating a vector image on their local computers instead of a document on a server. Bandwidth Requirements Shared document and presentation files are generally 500 KB to 4 MB per-presentation. Using the Mitel Printer, the entire file is sent to the server by the sharer, and then from the server to other attendees. Thereafter, only slide change commands are relayed via the server. Document and presentation sharing can be done on dial-up connections (56kbps or less). For sizing purposes, use 8 kbps for transmission and receiving (average PowerPoint presentation size divided into 1 hour). After the initial transmission, traffic is very low. Remote control, desktop and region sharing, application sharing, and browser sharing use up to 300 kbps for transmission and receiving while under load (user activity). Traffic is much less lumpy than document or presentation sharing, but there are long periods of no activity and no traffic. If you wish to know more about your bandwidth requirements during a conference, you can track your bandwidth use using the YA Collaboration Module bandwidth monitor. See Appendix B: The Bandwidth Monitor on page 71. Sharing Multiple Objects One of the big advantages of the YA Collaboration Module is that you can share multiple objects simultaneously. There is no special procedure for sharing multiple objects: once one object is shared, you may share additional objects using the same procedure. Shared regions, applications, and Web browsers appear in their own windows, which may be individually closed. Shared whiteboards, documents, and PowerPoint presentations appear in the YA Collaboration Module; when you have more than one of these objects, you may switch between them using the tabs at the bottom of the application (see below). Graphics and Frame Rate Optimization Depending on what you are sharing, your computer may experience delays while sharing objects. Delays become more likely as the area you share becomes larger (such as the entire desktop). If insufficient system resources or bandwidth prevent the YA Collaboration Module from meeting the quality and frame rate settings you choose, the YA Collaboration Module first sacrifice frame rate, then image quality, until the available resources can meet the reduced demands. To improve the performance of the sharing features, you can optimize the sharing parameters. Page 28 Mitel Your Assistant Collaboration Module User Guide Issue 4.6, February 2009