MITEL Inter-Tel Audio and Web Conferencing User Guide
NOTICE This Inter-Tel® Audio and Web Conferencing User Guide is released by Inter-Tel, Inc. as a guide for end-users. It provides information necessary to use the Inter-Tel Audio and Web Conferencing software. The contents of this user guide, which reflect current Inter-Tel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in the initial release.
Contents Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Computer Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Welcome Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Published Area Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Client Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Undocking and Docking Tools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Host Console Menu Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Getting Started The instructions in this user guide are for using the Inter-Tel Audio and Web Conferencing (IAWC) product. This product allows you to schedule and manage audio and Web conferences, if licensed, using a Web-based interface. These instructions in this section provide some basic information so you can start using IAWC. For additional information, click the online Help link located at the top of your home page.
Computer Requirements The table below lists the computer requirements for the Web interface including Web conferencing hosts and attendees.
Welcome Page Both registered or nonregistered users can access the Welcome and Published Area pages without logging on to IAWC. If the system is not licensed for Web conferencing, the title at the top of the screen appears as Audio Conferencing. • Join a conference by conference number: Nonregistered and registered users can join a conference by entering a valid conference number. When you enter the conference number it takes you to the Join the Conference page.
Published Area Page You can access the Published Area page without logging on to your IAWC account. The Published Area displays a list of all published conferences, documents, and recordings. For related information about the Published Area: • See “Creating a Conference” on page 9. • See “Uploading Files to the Published Area” on page 12. • See “Publishing an Expired Conference” on page 18. Published Conferences You can view a list of all published conferences on the Conferences page.
To view and join a conference in the Published Area: 1. 2. From the Welcome page, click the Published Area tab, and then select Conferences. A list of published conferences appears. The list contains the following: • Type: The abbreviation for the type of conference: Audio and Web Conference (AW), Audio-only conference (A), Web-only conference (W). • Conference Name: The name specified for the conference by the leader/host.
Published Documents You can view and downloaded published documents from the Published Area. To view a document in the Published Area: 1. From the Welcome page, click the Published Area tab, and then select Documents. A list of documents appears. The list contains the following: • File Name: The name and extension of the file. Supported file types include Word (.doc), Portable Document Format (.pdf), and text (.txt) file formats. • Conference Name: The name specified for the conference by the host.
Logging On to Your Account The following procedure describes how to log on to your account. To log on to your account: 1. From a Web browser, type the Web address (URL) for the server that is holding your account information (for example, http://iawc.inter-tel.com). If your site has a security certificate, you may be required to enter an “https” in front of the Web address and acknowledge a security prompt. 2. Type your user ID and password. User IDs are usually in the format @
Creating an Instant Conference The Instant Conference option immediately starts a conference. The conference types are Audio-only, Web-only, and Audio and Web. For an Instant Conference, the following conference features cannot be set: Leader Required, Roll Call, Published, and Meeting Password. Conference Size, Department Code, and Project Code options may not be shown if they are not enabled on the server by the IAWC administrator.
Creating a Conference When you create a conference, you receive both leader and participant access codes. Distribute the participant code to attendees and keep the leader code private. You can select the option to prevent the conference from beginning until the person with the leader code has joined. Leader access codes help reduce fraudulent use of the IAWC. Also see “Installing and Using the Outlook Conference Form” on page 20 for creating a conference. To create a conference: 1.
2. Complete the Conference Details: a. Select a Conference Type: Audio and Web, Audio-only, Web-only. All three types appear only when Web conferencing is licensed. b. Type a conference name. c. Type the Start Date, Start Time, and Duration. (Select the time zone from the list for the location of the meeting host. The default time zone is the location of the IAWC server.) o If this is a one-time conference: Indicate a start date, start time and duration.
7. Click Submit. Your dial-in number and access codes appear. NOTE 8. In the example below, if your system is licensed for Audio-only, the Conference Link display item does not appear under Call Features. Under Access Information – E-mail invitation, click To Leaders or click To Participants to create an e-mail message containing information needed to join the call. NOTE You are not required to send an e-mail or to designate a conference leader when the conference was created.
Uploading Files to the Published Area You can upload documents and recordings to the Published Area when you create a conference. If a password was created for the conference, access to any associated documents or recordings in the Published Area requires the password. Published recordings and documents are available in the Published Area, even after the conference has expired. To add a document or recording to the Published Area: 1. Schedule a conference and select to list it in the Published Area. 2.
Joining a Conference There are several ways to join a conference depending on if you are the leader/host and the type of conference you are joining. The leader/host can select an option that requires you to enter a password before you can join the conference or access documents and recordings associated with the conference. You do not need to enter a password when you dial in to a conference using your phone. NOTE When joining a Web conference as a delegate, you are prompted to join as the host.
E-Mail Invitation When you create a conference you can send e-mail invitations for the conference to participants and leaders. The following is an example e-mail invitation for an audio and Web conference that is password protected. At the bottom of the e-mail invitation is a link that when selected will schedule the conference in your Outlook calendar.
To join a conference: 1. Do one of the following: • Dial in to the conference using your touch-tone telephone, and then follow the prompts to join the audio portion of the conference. • Click the URL link in the e-mail invitation to have the system call you for an audio conference or to join a Web conference. If the conference is password protected, type the password in the box, and then click Submit. 2. If you click the link in the e-mail invitation, the Join window opens.
Home Tab For a conference that is in-progress, you can join from the Home tab. To join a conference from the Home tab as a participant, the conference must be published. To join as a leader/host: 1. Log on to your IAWC account. The page opens to the Home tab. 2. A list of your conferences in-progress appears on the page in the Available Conferences panel. (If you do not have any scheduled conferences, this panel is not displayed.) 3. Click Join next to the conference.
My Conference Tab If you are the conference leader/host and you have dial-out privileges, you can join the call from the My Conferences tab. To join a conference from the My Conferences tab: 1. Log on to your IAWC account. The page opens to the Home tab. 2. Click My Conferences. A list of your current conference is displayed. 3. Select from the list the conference you want to join, and then click Join.
2. Locate the conference you would like to modify, and then click Change for the type of action. The selected conference opens in the Set Up a Conference tab. 3. Make any necessary changes, and then click Submit. Publishing an Expired Conference You can publish documents or recordings that are associated with an expired conference. The recordings for an expired conference remain in the Published Area until the conference is unpublished or the recording or document is deleted.
Extending a Conference The End of Conference Prompting (EOCP) feature is enabled by the administrator for all conference types. When this feature is enabled, it triggers a series of prompts at either 5 or 10 minutes (depending on the system settings) before the scheduled conference end time. When prompted, the conference leader/host is given the option of extending the conference. If the leader/host does not extend the conference, it will end at the scheduled time.
Installing and Using the Outlook Conference Form You can easily associate conference calls with appointments scheduled in your Microsoft® Outlook® calendar. Using this simple form, you can generate telephone numbers, access codes, and Web links to use for audio conferences and Web presentations. Follow the procedures depending on what version of Outlook you use to install, publish, and initialize the form. To install the Outlook conference form: 1.
To enable the publish feature for Outlook 2007: 1. Save the form to your computer. The default location is My Documents. 2. From Outlook 2007, select File – New – Choose Form. The Choose Form dialog box appears. 3. From the Look In list, select User Templates in File System. 4. Click Browse and navigate to the location where the Enterprise.oft file was saved, and then open the Enterprise.oft file. 5. Click the right arrow beside the Quick access Toolbar and select More Commands. 6.
To use the conference form (Outlook 2002): 1. In Outlook, schedule an appointment or meeting request. A conferencing tab appears with your appointment and scheduling tabs. 2. To include a conference call option with your appointment or meeting request, click the Inter-Tel Conferencing tab to open the conference form. 3. Select This appointment includes a conference call. If you are prompted to log in, type your username and password, and then click Login for conference options.
Modifying Account Settings All accounts are created with default values. The following instructions explain how to customize those settings. To change your password: 1. Click the Settings tab. 2. Click Password. 3. Type the old password, and then type the new password. 4. Type the new password again to confirm it, and then click Submit. To change your current number: 1. Click the Settings tab. 2. Click Current number. 3. Type your current number in the box, and then click Submit.
To select a format for e-mail invitations: 1. Click the Settings tab. 2. Click E-mail invitations. 3. Click the view sample link next to the long and short formats to see an example of the e-mail invitation type. 4. Select either the Long or Short format, and then click Submit. To select a delegate to manage your conference calls: 1. Click the Settings tab. 2. Click Delegates. 3. Type the user ID of the person you want to designate as your delegate, and then click Submit.
Creating a Conference Detail Report The Improved Conference Details Report setup and output contains all the information for Audio conferences rather than running multiple reports to view all the information. The following instructions explain how to create a report. To create a Conference Detail report: 1. Click the Reports tab. 2. Select a date range. 3. (Optional) Enter a department code.
6. 7. 26 Select the format of the report. Options include: • Download to file of comma separated values: Select this option to download a .csv to your PC. • Show on new browser page: Select this option to open the report in a new browser window. Click Create Report. The report is generated based on your selections. In the example below, the report is listed by Department.
Audio Conference This section describes the features that are specific to the audio portion of a conference. With Audio conferencing, you can: • Create and manage audio conference calls from your phone or the IAWC Web interface. • Record and listen to an audio conference call. • Mute, drop and add participants, and place individual participants on hold while the call is in progress. For a complete list of options, refer to “Accessing User Options During a Conference” on page 31.
To place a call from the Web interface: NOTE 28 You may dial out using the IAWC Web interface only for conferences that you have set up. 1. Log on to your IAWC account. 2. Select a conference from the list on the My Conferences tab. 3. Click the Participants tab. 4. Type the phone number in the Dial Out section at the bottom of the screen, and then click Call.
Recording or Listening to Conference Calls Audio conferences can be recorded by the conference host. This option is available to the host on the Call in Progress page. To record an audio-only conference call: 1. Select the conference record from the My Conferences tab. 2. Join the conference. 3. Click the Start recording link at the top of the page to begin recording. NOTE 4.
NOTE If the Port Reservation (see page 9) feature is enabled, the following information does not apply. To create an e-mail message containing the recording dial-in and access number: Find the recording you want to use under the Recordings tab, and then click Email. To control playback using your touch-tone dialpad: If you listen to a recorded audio conference through your phone, you can control the playback using the dialpad ton your phone.
Accessing User Options During a Conference The leader/host of a conference call has the option to mute, drop or hold participants in a conference with either their browser or phone. The following instructions explain how to complete these tasks. To access audio conference options from your browser during a conference: 1. Create a conference and join it. The Call in Progress page appears. 2. Click the Participants tab. 3.
To access audio conference options from a phone during a conference: 1. At any time during a conference call, press # (pound/hash) twice to get to the main menu. NOTE 2. If you do not select an option, you are automatically returned to the conference. Press the dialpad button corresponding to the following menu options: • To mute and unmute the line: Press 1. • To place a call: Press 2. For details, “Adding Participants to a Conference Call” on page 27. • To hear the number of callers: Press 3.
Web Conferencing Inter-Tel Audio and Web Conferencing (IAWC) offers Web Conferencing as a licensed option. If your IAWC server is licensed to run the Web Conferencing Option, you see “Audio and Web Conferencing” in the top-right corner. See the following topics for Web conference task-related instructions and links to additional instructions: • “Host Console” (page 34).
Host Console As the host, you control and monitor the Web conference through the Collaboration Client Host console interface. The Host console consists of the following: • Menu bar: Allows you to set preferences, invite participants, use the recorder, and access online help (see page 41). • Host Controls: Allows you to use desktop sharing, application sharing, videoconferencing, polling, file transfer, Document Manager, and Co-browse functions (see page 46).
Attendees Tab The example shows what the host would see when in a Web conference with one attendee. Icons appear next to the name of an attendee on the list depending on which options the host gives to a specific attendee. The attendee list will show all participants in the Web conference. Above the attendee list are the following security feature icons. • Lock Conference: While in a conference, click to close the meeting and prevent additional attendees from joining.
Attendee Settings During a meeting, the host view the screen settings of a selected attendee. To view an attendee’s screen setting: Click on an attendee’s name. The Tooltip displays the screen resolution, the operating system, and the Collaboration Client version number. Options You can select the box next to the name of an attendee in the list to access a menu of options as described in the following table. Menu Option Properties Description Click Properties to see more information about the attendee.
Chat Tab The Chat tab allows the host and attendees to communicate using the Keyboard Chat feature to send and receive text messages during a Web conference. To use Keyboard Chat: 1. Click the Chat tab on the Host console. 2. Type a message in the bottom pane. Press Enter to send your message. The sent message and chat dialog from other attendees appears in the top pane. Click Phrases to display a list of frequently used dialog. This feature also allows you to add to or edit the list of existing phrases.
Client Console When you are an attendee at a Web conference, you connect to the conference through the Client console. The Client console allows you to participate in a Web conference and provides a limited feature set of the Host console. Options button Attendees list Meeting icons Chat tab The Client console includes the following: • Attendees tab: Shows the host and participants in the current Web conference. The host name appears in red text.
Undocking and Docking Tools The Host and Client consoles offer flexibility to manage your desktop and allow you undock or dock windows of the Collaboration Client. You can dock or undock windows as a group or the active window. To undock as a group: Click on the top of the frame or the title bar above the attendee list and drag the entire group of windows to a place on your desktop, as shown in the example below.
Each active host control can appear as either a separate tabbed pane or a toolbar. To undock a specific control that appears in a tabbed pane: Click the tab and drag it onto the desktop. The example below shows the Attendees tab and Chat tab undocked. If the host control is displayed within a toolbar, such as the Recorder, click the toolbar until you see the cursor appear as two perpendicular arrows, then drag the pane onto the desktop.
Host Console Menu Bar The host console menu bar contains these options: • Preferences: Change current settings for this session as well as future sessions. See below. • Invite: Type (or select from address book) attendee e-mail address for the current session. See “Invite” on page 43. • Recorder: Toggle between show or hide the Recorder feature. See “Recorder” on page 44. • Help: Accesses online user help topics.
Video The following settings appear on the Video tab to adjust the viewing quality of video: • Frames/Sec: Select a frames per second speed from the list (default is 4). • Quality: Select from Good, Better (default), or Best. • Raw Image Size: Select either 176x144 pixels or 352x288 pixels (default). Files The following setting appears on the Files tab: Select Always start with: to skip the initial dialog box for file sharing, and then select either File Transfer or Document Manager as your preference.
Record The following settings appear on the Record tab: • What to record: Records and saves files associated with the selected features. By default, all of the features available to you are selected. • Save recording to: Sets the location where the recordings are saved. o My PC: Select either Save a recording to a new file or Append a recording to an existing file, locally on your computer. By default, the recording is saved locally to a new file.
Recorder The Record and Playback option records selected features for playback at a later time. Recorded sessions can be made available for attendees to play back whenever they want to view the recorded session. To pre-record a session for playback, see “Collaboration Player” on page 63. The meeting host can choose what is to be recorded: • Desktop/Application Sharing • Video • Keyboard chat • Audio Bridge NOTE You cannot change settings after the conference begins.
The following features are available on the Recorder: • Play: Starts the playback of an existing file. When Recorder is first open no file is loaded. Click Play to browse and open an existing file. After a file is opened, click Play to playback that recording. • Stop: Ends the current recording or playback of the recording. • Pause: Pauses the recording or playback of the current recording. During recording, click Pause to pause the recording. When paused, click Record to resume recording.
Host Controls Besides the default viewer features, there are other additional Web Conferencing features that are accessible from the Host console view window.
Desktop Sharing You can use Desktop Sharing to show your desktop to all attendees during a Web Conferencing meeting. NOTE Desktop Sharing does not support the use of dual monitors. Only what is viewable on the primary monitor is displayed during Desktop Sharing. To use Desktop Sharing: 1. Click Screen Sharing on the host console. The Sharing Mode Selection dialog box appears. 2. Select Desktop Sharing.
Icon Description/Use Move Screen Sharing Window: Allows you to click and drag your Screen Sharing window to a location anywhere on your desktop. Pause: Pauses the screen sharing broadcast. When paused, the icon changes to . Click the icon again to resume Screen Sharing. Draw Mode: Sets the Inter-Tel Audio and Web Conferencing desktop to draw mode. When selected, you can draw on the desktop with your mouse. After the draw mode is enabled, the icon changes to .
Transparency Tools When you click appears. in your Screen Sharing control area, the Transparency Tools window The Screen Sharing desktop has two modes, cursor mode and draw mode. • Cursor mode: Use the cursor to select objects on the screen. The cursor mode is the default. • Draw mode: The cursor becomes the drawing tool that allows drawing, annotating, or writing on the Inter-Tel Audio and Web Conferencing transparency.
Icon Description/Use Cut Tool: To create the cut box: 1. Click the cut tool and the cross hairs appear. 2. Move the cut tool cross hairs to a point where you would like to start your cut box. 3. Hold your mouse button down as you drag the cursor diagonally until the cut area covers what you want to capture in your drawing. 4. Press the Delete key to delete the cut box contents. To move the cut box and contents: 1. Move the cursor over your cut area.
Application Sharing To use Application Sharing: 1. Click Screen Sharing on the Host console. The Sharing Mode Selection dialog box appears. 2. Select Application Sharing, and then click OK. NOTE If the Sharing Mode Selection dialog box or Application Sharing does not appear, refer to “Preferences” on page 41 and check your settings. The Application Sharing window shows all running applications for the meeting host.
• After everyone can see the shared application, the host can allow individuals or all attendees to use the application by giving them remote access. The host can give one or more attendees remote access by selecting their names in the attendee list and clicking the remote control icon to the right of the attendee’s name. A mouse icon will appear next to their names if they access the shared application remotely.
• Display Transparency: The Screen Sharing area operates as if a transparent sheet (or layer) were placed over the screen content. You can mark up the transparent layer using the Transparency Tools. When selected, the Display Transparency setting shows what is on the transparent layer. When displaying transparency, the menu option changes to Hide Transparency. • Erase Transparency: Erases all items on the transparency.
• Display Layered Windows: Allows objects that are displayed on any layer, other than the first layer, to be shown. Layered windows allows objects to be displayed on different layers. When selected, the Screen Sharing window only sends information from layer 1. If an application is using layered windows, items appearing on other layers will not be visible within the Screen Sharing window. Choosing Display Layered Windows views all layers.
Giving Screen Sharing Control to an Attendee As the host, you can share your desktop or application with the attendees during a Web conference, and then give someone else control. When an attendee has control of the desktop or application, they can use their mouse and keyboard as if they were on the host’s computer. To give control of your desktop or application to someone else: 1. On the Host console, click the Screen Sharing button to share your desktop (page 47) or application (page 51).
Giving Host Control to an Attendee During a Web conference, you can transfer host control to an attendee and allow them to temporarily run the meeting. All of the control tools normally available only to the host such as desktop sharing, application sharing, file transfer, and video are available to the select attendee. At any time during the meeting, the host can retake control of the Host console. To transfer control from the host to an attendee: 1.
To transfer a file: 1. Select a file or folder on your computer, shown in the left panel. 2. Drag it over the Attendees icon attendees. 3. After you drag the folder or file over the Attendees folder, you see a Transfer Files dialog box, as shown below. 4. Click Start to begin the file transfer. to distribute the file or folder to the session The meeting attendee receives a dialog box, as shown in the example below, where they can choose the location to store the file being transferred.
Using Document Management The Document Manager allows you to copy files and folders on your computer to and from the IAWC server. The Document Manager shows your computer (Local) in the left window and in the right window are files and folders on the IAWC server (Remote) to which you have access. Use and to manage files on the server and your computer. Accessing the Document Manager To access Document Manager: 1. Click Files from the Host console tool bar. 2.
Using Broadcast Video To open your Video Conferencing window, click the Video button in the control panel. When you start Video Conferencing, the monitor is blank until you click the Preview Video button. It may take a second or two to initialize the camera. If your camera is properly installed, your video transmission appears in the Video Conferencing monitor. The Preview allows you to make adjustments to your camera.
Using Polling To access User Polling: Click the Polling button on the Host controls toolbar. The Polling window appears. All the polling questions share the same process. The difference is how you word the questions. To create polling questions: 1. 60 Select the type of poll question, and then click Next. The types are as follows: • Single Choice – True/False: You compose a question you want to ask the attendees of your meeting that can be answered either with True or False.
2. Type your question in the text box. Depending on the question type, you may need to provide additional information. In these examples, the Single Choice – Yes/No option. 3. Click Preview. An example is shown in the second screen at right. NOTE On the preview screen, the character represents where you pressed Enter. If you do not press Enter, the text wraps to the next line. If you want to change the poll or question, click Back, make your correction, and then click Preview.
Using Co-Browse When you start the Co-browse control, a browser window opens on your desktop and on the desktops of the attendees in your Inter-Tel Audio and Web Conferencing meeting. As the meeting host, after you start browsing the Internet, every Web page you view appears on the co-browse windows of your meeting attendees. When you close your host Co-browse window, you are prompted with the option to allow the browser windows to remain open on the attendee’s desktops or to close them.
Collaboration Player The Collaboration Player enables clients to make a recording off-line without having to be logged on to the IAWC server. The client can actually simulate a session, record it, and play back the recording without being connected to the Internet. You can also use the stand-alone player to play back recordings that were created during a meeting. For more details about recording a session, see “Recorder” on page 44.
Troubleshooting This section provides some basic troubleshooting information. Cannot connect to the IAWC server It should be noted that some third-party security, anti-virus, or firewall suites may cause problems with connections to IAWC and may interfere with installation of the Collaboration Client on your computer.
Scheduled conferences off by one hour Recurring conferences are off by one hour which, results in users not being able to join the conference at the expected time. However, the leader/host sees the originally scheduled time when viewing the conferences details. IAWC currently does not automatically adjust to the effects of Daylight Savings Time (DST). The conference leader/host must modify the scheduled time using the Change Details feature for the affected conference.
2. From Internet Explorer, go to the Tools – Internet Options (or go to Control Panel – Internet Options), and then click the Security tab. 3. Select Trusted sites, and then click Sites. 4. Type the URL of your IAWC server, and click Add. You may need to clear the Require server verification (https:) for all sites in this zone check box at the bottom of the screen. Click OK.
Configure Internet Privacy Settings Do the following: 68 1. From Internet Explorer, go to the Tools – Internet Options (or go to Control Panel – Internet Options), and then click the Privacy tab. 2. Click Advanced, and then set Advanced Privacy Settings as indicated in the figure below. Click OK.
3. • Windows XP Users: If you have the most recent updates for Windows XP, the Sites button appears on the Privacy tab. Click Sites to view Manage Sites options. • Windows 2000 Users: If you are using Windows 2000, click button in the lower-right corner on the Privacy tab. Click Edit to view Manage Sites options. Manage Sites: You can add the IAWC site as a Trusted site, which always allow cookies to be set. Type the address of your IAWC server, and then click Allow.
Firefox Configuration Use the following instructions to set up Firefox v2.0 to work with IAWC. Configure Internet Privacy Settings 70 1. On the Firefox menu, click Tools – Options. 2. Click the Privacy tab. The following dialog box appears.
3. Do one of the following: • If Allow sites to set Cookies and for the originating site only check boxes are selected, no changes are needed. Continue with step 5. • If Allow sites to set Cookies and for the originating site only check boxes are not selected, click Exceptions. The following dialog box appears. 4. Type the address of your IAWC Web site, for example, iawc.mycompany.com, and then click Allow. 5. Click Close to return to the Options window, and then OK to close the Options window.
Part No. 835.2725 Issue 3.
