Avaya Meet Me Conferencing User Guide

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BCM
Business Communications Manager
Document Status: Standard
Document Version: 02.01
Part Code: NN40020-104
Date: August 2008
Meet Me Conferencing User Guide
Copyright © 2007–2008 Nortel Networks All rights reserved.
The information in this document is subject to change without notice. The statements, configurations, technical data, and
recommendations in this document are believed to be accurate and reliable, but are presented without express or implied
warranty. Users must take full responsibility for their applications of any products specified in this document. The
information in this document is proprietary to Nortel Networks.
Trademarks
Nortel, the Nortel logo, the Globemark, are trademarks of Nortel Networks.
Pentium is a registered trademark of Intel Corporation.
Microsoft, Windows, Windows NT, and MS-DOS are registered trademarks of Microsoft Corporation.
All other trademarks and registered trademarks are the property of their respective owners.
Contents 3
Meet Me Conferencing User Guide
Contents
How to get help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Chapter 1
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Conference phases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Conference service access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Chairperson access and commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Chairperson Wait menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Chairperson conference commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Participant access and commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Accessing the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Participant commands during a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Chapter 2
Navigating the conference using softkeys . . . . . . . . . . . . . . . . . . . . . . . . . 19
Chairperson activities before the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Chairperson activities during the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Participant activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Chapter 3
Navigating the conference using your keypad . . . . . . . . . . . . . . . . . . . . . . 35
Chairperson activities before the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Chairperson activities during the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Participant activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Chapter 4
Common procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
To transfer a participant in to conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
To access a conference (participant) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
To access the Chairperson Wait menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
4Contents
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Task List 5
Meet Me Conferencing User Guide
Task List
To change the PIN using softkeys.................................................................................19
To configure a passcode using softkeys .......................................................................19
To change conference options before conference using softkeys ................................21
To enter the conference using softkeys.........................................................................22
To Mute Conference using softkeys ..............................................................................23
To unmute the conference using softkeys.....................................................................24
To view conference participants using softkeys ............................................................24
To lock a conference using softkeys .............................................................................25
To unlock a conference using softkeys. ........................................................................25
To mute yourself (chairperson) using softkeys..............................................................25
To unmute yourself (chairperson) using softkeys..........................................................26
To Mute All Participants using softkeys.........................................................................26
To mute a single conference participant using softkeys................................................27
To unmute a single conference participant using softkeys............................................27
To disconnect a single conference participant using softkeys.......................................28
To view or change conference options using softkeys ..................................................29
To view or change the Conference Continuation setting using softkeys .......................30
To view or change the Announcement setting using softkeys.......................................30
To hear a list of available commands using softkeys ....................................................31
To mute or unmute yourself (participant) using softkeys...............................................33
To view a list of participants using softkeys...................................................................33
To hear a list of available commands using softkeys ....................................................33
To change the PIN using your keypad ..........................................................................35
To set a passcode using your keypad ...........................................................................35
To change conference options using your keypad ........................................................36
To enter the conference using your keypad ..................................................................37
6Task List
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7
Meet Me Conferencing User Guide
How to get help
This section explains how to get help for Nortel products and services.
Getting Help from the Nortel Web site
The best way to get technical support for Nortel products is from the Nortel Technical Support
Web site:
http://www.nortel.com/support
This site provides quick access to software, documentation, bulletins, and tools to address issues
with Nortel products. More specifically, the site enables you to:
• download software, documentation, and product bulletins
• search the Technical Support Web site and the Nortel Knowledge Base for answers to
technical issues
• sign up for automatic notification of new software and documentation for Nortel equipment
• open and manage technical support cases
Getting Help over the phone from a Nortel Solutions Center
If you don’t find the information you require on the Nortel Technical Support Web site, and have a
Nortel support contract, you can also get help over the phone from a Nortel Solutions Center.
In North America, call 1-800-4NORTEL (1-800-466-7835).
Outside North America, go to the following Web site to obtain the phone number for your region:
http://www.nortel.com/callus
Getting Help from a specialist by using an Express Routing Code
To access some Nortel Technical Solutions Centers, you can use an Express Routing Code (ERC)
to quickly route your call to a specialist in your Nortel product or service. To locate the ERC for
your product or service, go to:
http://www.nortel.com/erc
Getting Help through a Nortel distributor or reseller
If you purchased a service contract for your Nortel product from a distributor or authorized
reseller, contact the technical support staff for that distributor or reseller.
8How to get help
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9
Meet Me Conferencing User Guide
Chapter 1
Introduction
With Meet Me Conferencing, callers can establish a teleconference by calling in to a specified
number at an agreed-upon time. One caller acts as the chairperson and has additional powers to
start, stop, secure, and control the conference.
Anyone can participate in a conference, but a BCM user must have chairperson privileges to chair
a conference.
Meet Me Conferencing has a special directory number (DN) used to access the Meet Me
Conferencing feature. Although you can access a conference in several ways, the system
administrator should notify every conferencing user of the Meet Me Conferencing DN.
For procedures to activate and administer Meet Me Conferencing using Element Manager, see
networking or telephony configuration guide for your system.
The following topics describe Meet Me Conferencing:
•“Conference phases” on page 9
•“Conference service access” on page 10
•“Chairperson access and commands” on page 11
•“Participant access and commands” on page 16
Conference phases
The Quickstart option determines how a conference begins. With the Quickstart option enabled, a
conference begins when the first participant arrives (see “Quickstart option” on page 12). If the
Quickstart option is disabled, the conference begins when the chairperson arrives.
A Meet Me Conference has four phases:
•Inactive: No callers are currently participating in the conference.
•Not started:
— Without Quickstart: Participants have arrived, but the chairperson has not yet called to
start the conference. In this phase, participants wait while on hold and cannot speak to
one another. For participants with display telephone, Not Started appears on the first
line.
Note: When you enable the QuickStart feature on a Meet Me Conferencing bridge
that external conference participants can access by using a 1-800 number, there is a
risk that your company can incur unauthorized toll charges. To avoid this type of
fraud, do not enable the QuickStart feature on a conference bridge that can be
accessed with a 1-800 number.
10 Chapter 1 Introduction
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— With Quickstart: The system bypasses the Not Started phase. All participants enter the
conference directly.
•Underway:
— Without Quickstart: The chairperson enters the conference. The system then
announces individual participants and brings them in to the conference in the order in
which they dialed in to the conference. Participants can now speak to each other,
subject to muting and other chairperson functions.
— With Quickstart: The conference starts when the first participant arrives. The system
brings participants in to the conference in the order in which they dialed in to the
conference. The chairperson can arrive at any time to a conference that is already in
progress.
During conference, the status display on their telephones shows the elapsed time of the
conference (in minutes) and the number of participants. New participants can join the
conference, unless the chairperson locks the conference (see “Lock and unlock
conference” on page 14).
•Termi natin g: A conference ends after the last person hangs up. The system has several
ways for force the conference to end:
— If the option is configured, the conference ends 1 minute after the chairperson leaves
the conference.
— The chairperson does not start the conference within a specified amount of time.
— The conference reaches a time limit with only one participant in attendance.
— The conference duration reaches a specified time limit.
In each case, the service plays an appropriate warning message and then waits 1 minute
before disconnecting all participants.
Conference service access
Internal and external participants have several options to access the conference service.
Internal callers can choose one of the following methods:
• Dial the Meet Me Conferencing DN directly from your phone. The chairperson provides
the Meet Me Conferencing DN in the meeting invitation. See “Chairperson access and
commands” on page 11.
• Dial the Meet Me Conferencing feature code F930.
• Have another person transfer you into conference. See “To transfer a participant in to
conference” on page 39.
External callers can choose one of the following methods:
• Follow the voice prompts in auto-attendant to enter the Meet Me Conferencing DN. The
chairperson provides the Meet Me Conferencing DN in the meeting invitation. See
“Chairperson access and commands” on page 11.
• Call a phone number that is configured for Meet Me Conferencing to answer. The
chairperson provides the phone number in the meeting invitation.
Chapter 1 Introduction 11
Meet Me Conferencing User Guide
Chairperson access and commands
The meeting invitation, sent by the chairperson, must contain the following information:
• the Meet Me Conferencing DN, if necessary (see “Conference service access” on page 10)
• the access code, which is the chairperson’s DN
• the passcode, if configured
• other meeting-specific information
The administrator informs you of the maximum number of participants in your conference. This
maximum number may be limited further by the available ports.
Chairpersons access Meet Me Conferencing, enter their personal identification number (PIN), and
then enter the Chairperson Wait menu.
Chairperson Wait menu
When you enter the conference as the chairperson, the Chairperson Wait menu is available to you
to review and change conference settings.
If you use an external telephone, the commands available for conference control are limited to
those available by keypad control. If you are an internal caller with a two-line display telephone
(softkey telephone), commands are also available through a softkey menu. See Table 1 on page 13
for both softkey and keypad access.
Upon entering the Chairperson Wait menu, you have three options:
• enter the conference
• configure a passcode
• change your PIN and conference options
After you finish administering the conference, you can enter the conference.
Passcode Configuration
The chairperson can set up a passcode for the conference. The chairperson uses a passcode to
restrict entry to the conference. The chairperson gives the passcode to a select group of
participants if discussions in the conference are confidential.
Each participant must enter the passcode to gain entry to the conference. This rule has one
exception — callers transferred into conference by the chairperson need not enter the passcode.
The passcode applies only to the conference for which it was created.
The system removes the passcode option after the chairperson enters a passcode. The system does
not offer the option at all if the chairperson enables Quickstart. With Quickstart, participants can
be in conference without a chairperson. See “Quickstart option” on page 12.
12 Chapter 1 Introduction
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Changing the PIN
Each chairperson has a personal identification number (PIN) and uses it to access conferences. The
PIN has the same security requirements as a voice mailbox password.
The PIN has the default value of 0000
• after the administrator creates the conference bridge
• after the administrator resets the PIN
If the PIN is 0000 then you must change it from an internal telephone. If you attempt to access a
conference without changing the PIN, the system asks you to change your PIN before proceeding.
You can change your PIN when you are setting up for a conference, at the Chairperson Wait menu.
Changing conference options
At the Chairperson Wait menu, the chairperson can change the Quickstart option, the Conference
Continuation option, and the Announcement option. Changes to these options take effect for the
current conference and remain in effect for future conferences.
Quickstart option
The Quickstart option controls when a conference begins. By default, the option is disabled.
Conferences start after the chairperson arrives.
When enabled, conferences start after the first participant arrives.
This option applies only to future conferences. The Quickstart option appears only at the
Chairperson Wait menu, and only if the administrator assigned this privilege to the chairperson.
Conference Continuation option
The Conference Continuation option controls when a conference ends. By default, the option is
disabled. Conferences end when the chairperson leaves the conference.
When Conference Continuation is enabled, conferences continue after the chairperson leaves the
conference.
As the chairperson, you can set the Conference Continuation option at the Chairperson Wait menu
and during a conference. It appears only if the administrator assigned this privilege to the
chairperson.
Announcement option
The Announcement option controls the announcement type and whether the system announces a
participant upon entering a conference. The Announcement option has three settings:
• The system plays tones when a participant enters a conference.
• The system announces Names when a participant enters a conference.
• No announcement plays when a participant enters a conference.
Chapter 1 Introduction 13
Meet Me Conferencing User Guide
As the chairperson, you can set the Announcement option at the Chairperson Wait menu and
during a conference. The chairperson cannot select No Announcement if the administrator did not
assign this privilege.
Chairperson conference commands
You have a number of commands available after you enter the conference. Conference commands
are available to all users through voice prompts and keypad access. See Table 2 on page 15.
If you use a one-line display telephone, your telephone shows the elapsed time (in minutes) of the
conference and the number of participants.
If you use a two-line display telephone (softkey telephone), commands are also available through a
softkey menu. In addition to the other commands, the softkey interface has a View command that
you can use to scroll through a list of participants and selectively mute or disconnect them. See
Table 3 on page 16.
You can use the following commands during a conference:
•“Mute and Unmute Conference” on page 13
•“View participants” on page 14
•“Mute a single participant” on page 14
•“Disconnect a single participant” on page 14
•“Lock and unlock conference” on page 14
•“Mute yourself” on page 15
•“Mute All Participants” on page 15
•“View and change conference options” on page 15
•“Hear announced commands” on page 15
•“Hear a count of participants” on page 15
Mute and Unmute Conference
The Mute and Unmute Conference commands are available through keypad and softkey access.
Table 1 Chairperson softkey and keypad commands, Wait menu
Wait menu Submenu 1 Submenu 2
ENTER (key 1) Enter conference —
PASS (key 2) Set the passcode —
ADMIN (key 3) PIN (key 1)
OPTS (key 2)
QUIT (key 3)
Change PIN
View and/or change options:
Quickstart, Conference Continuation,
and Announcement
Return to Wait menu
14 Chapter 1 Introduction
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When you use the Mute Conference command, the system mutes all participants except the
chairperson. Participants remain muted until the chairperson uses the Unmute Conference
command. (Participants cannot unmute themselves.)
Use the Mute Conference command
• to restore order to an unruly conversation by silencing all speakers
• when meetings require the uninterrupted delivery of an announcement
View participants
This command is available only through softkey access.
The chairperson can view each conference participant and selectively mute or disconnect them.
The first line of the display shows the participant’s name as it appears in the BCM directory. If the
participant is an external caller, the display shows the Caller ID information, if it is available.
Mute a single participant
This command is available only through softkey access.
While viewing conference participants, the chairperson can mute the currently viewed participant.
The chairperson then has 15 seconds to unmute the same participant. The chairperson can test to
determine whether a participant accidentally gave the conference music-on-hold or a similar
treatment.
After 15 seconds, only the participants can unmute themselves. This prevents the chairperson from
unmuting a participant without their knowledge.
The mute softkey does not appear if the participant is already muted.
Disconnect a single participant
The Disconnect command is available only through softkey access.
While viewing conference participants, the chairperson can disconnect the currently viewed
participant. The system disconnects the participant and removes the participant from the viewing
list.
Lock and unlock conference
The Lock and Unlock commands are available through keypad and softkey access.
The Lock command locks the conference, to prevent any new arrivals. The chairperson can still
transfer a user into the conference.
When you unlock a conference, new participants can join the conference.
Use this command when your discussion is confidential and announcements are turned off. This is
less of a concern if the conference has a passcode.
Chapter 1 Introduction 15
Meet Me Conferencing User Guide
Mute yourself
This command is available through keypad and softkey access.
Mute All Participants
The Mute All Participants command is available through keypad and softkey access.
The Mute All Participants command mutes all participants. Unlike the Mute Conference
command, participants can unmute themselves.
Use the Mute All Participants command
• to restore order to an unruly conversation without resorting to the Mute Conference
command.
• to determine whether a participant accidentally gave the conference music-on-hold or a
similar treatment. You can mute all participants, and then ask participants to unmute
themselves
View and change conference options
Viewing and/or changing conference options is available through keypad and softkey access.
During a conference, the chairperson can change the Conference Continuation option and the
Announcement option. Changes to these options take effect for the current conference and remain
in effect for future conferences.
Hear announced commands
You can use your keypad or your softkeys to hear a list of commands.
Hear a count of participants
You can use your keypad or your softkeys to hear a count of participants.
Table 2 Chairperson commands during conference, keypad access
Commands Function Keys
Mute/Unmute Conference Mute/unmute a conference. Participants cannot
unmute.
Mute: ##
Unmute: 99
Lock/Unlock Conference Lock/unlock a conference. Lock: *4
Unlock: *5
Mute All Participants Mute all participants. Participants can unmute. 88
Mute/Unmute Self Mute/unmute yourself. Mute Self: *6
Unmute Self: *7
Conference Continuation Option Toggles to reflect Conference Continuation choice. *8
Announcements Option Toggles to reflect Announcement choice. *9
16 Chapter 1 Introduction
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Participant access and commands
Participants dial in to Meet Me Conferencing and follow the prompts to enter the conference.
Accessing the conference
After accessing the Meet Me Conferencing service, you must enter the access code. The access
code is the chairperson’s DN.
If the system announces names upon entering the conference, the system asks you to say your
name.
If the conference is not yet in session, you wait while on hold.
When the conference begins, if required, you enter the passcode. The chairperson provides the
access code and the optional passcode in the meeting invitation. When you correctly enter the
passcode, you enter the conference.
Participant Count Announce the number of participants. *#
List Commands Announce the list of commands. **
Table 3 Chairperson commands during conference, softkey access
Main Menu softkeys Submenu 1 softkeys Submenu 2 softkeys
1WAY/CONF: Mute conference — —
VIEW: View all participants NEXT: View next participant
MUTE: Mute this participant
OTHR: Go to next tier of VIEW
command
DISC: Disconnect this participant
QUIT: Return to main menu
—
OTHR: Go to the next tier of main menu
commands
——
LOCK/UNLCK: Lock/unlock the conference — —
MUTE: Mute all participants SELF: Mute yourself
ALL: Mute all participants
QUIT: Return to main menu
UNMUTE: Unmute yourself
OTHR: Return to main menu
OPTS: View/change options Conference Continuation and
Announcement options
CHNG: Choose other option setting
NEXT: Go to next option
—
CMDS: Hear a list of commands — —
Table 2 Chairperson commands during conference, keypad access
Commands Function Keys
Chapter 1 Introduction 17
Meet Me Conferencing User Guide
See “To access a conference (participant)” on page 39.
Participant commands during a conference
All conference participants can use their keypad to access commands, such as mute and unmute
and to hear a count of conference participants. See Table 4 on page 17.
If you have a one-line telephone (display telephone), you can also view the elapsed time of the
conference and the number of conference participants.
If you have a two-line telephone (softkey telephone), you have softkey access to commands. You
also have an additional View command to view a list of conference participants. See Table 5 on
page 17.
You can use the following commands during a conference:
• Mute and unmute yourself.
• Hear the participant count.
• Hear a list of available commands.
• View a list of participants (if using a softkey telephone).
Table 4 Participant commands, keypad access
Command Function Keys
Mute Mute yourself *6
Unmute Unmute yourself *7
Participant Count Hear the number of particpants in the
conference
*#
Commands Hear a list of all commands **
Table 5 Participant commands, softkey access
Main Menu softkeys Submenu 1 softkeys
MUTE: Mute yourself —
UNMUTE: Unmute yourself —
VIEW: View all participants NEXT: View next participant
QUIT: Return to main menu
OTHR: Go to the next tier of main
menu commands
—
CMDS: Hear a list of commands —
QUIT: Return to first tier —
18 Chapter 1 Introduction
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19
Meet Me Conferencing User Guide
Chapter 2
Navigating the conference using softkeys
Use the procedures in this chapter to enter, configure, and navigate Meet Me Conferencing. When
you use a softkey set, you have an additional interface to commands.
Chairperson activities before the conference
You must be the chairperson of the conference to perform the following procedures.
These procedures describe how to enter and configure a conference:
•“To access the Chairperson Wait menu” on page 40
•“To change the PIN using softkeys” on page 19
•“To configure a passcode using softkeys” on page 19
•“To change conference options before conference using softkeys” on page 21
•“To enter the conference using softkeys” on page 22
To change the PIN using softkeys
To configure a passcode using softkeys
You can configure a passcode that participants must enter before they are allowed into conference.
A passcode provides added security to a conference. You configure a passcode once for each
conference.
1. Press ADMIN from the Chairperson Wait menu.
2. Press PIN.
3. Enter the new PIN number, and press OK.
You are asked to enter the same PIN number again for verification.
4. Enter the PIN number again, and press OK.
Your PIN is accepted.
The Chairperson Wait menu appears.
1. Press PASS from the Chairperson Wait menu.
Waiting 12
ENTER PASS ADMIN
Admin
PIN OPTS QUIT
PIN:
RETRY OK
Enter again
PIN:
RETRY OK
PIN OK
Waiting 12
ENTER PASS ADMIN
Waiting 12
ENTER PASS ADMIN
20 Chapter 2 Navigating the conference using softkeys
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2. Enter the passcode, and press OK.
Your passcode must be four to eight digits in length.
You are asked to enter the same passcode again for verification.
3. Enter the passcode again, and press OK.
If your passcodes do not match, you are asked to enter them again by
repeating the procedure from step 2.
If your passcodes match, this display appears briefly to show you
your passcode is set.
The Chairperson Wait menu appears. The passcode no longer
appears as an option.
Pass:
RETRY OK
Enter again
Pass:
RETRY OK
Passcode set
No match
Waiting 12
ENTER ADMIN
Chapter 2 Navigating the conference using softkeys 21
Meet Me Conferencing User Guide
To change conference options before conference using softkeys
1. Press ADMIN from the first main menu.
2. Press OPTS.
3. The Quickstart option appears showing the current setting.
Press CHNG to change this setting. Each time you press CHNG, the
setting switches between ‘off’ and ‘on’.
Press NEXT to keep the current setting and go to the next option.
NOTE: The system does not offer this option if your administrator
did not assign this privilege to you. Without Quickstart, conferences
start when you enter the conference.
4. The Conference Continuation option appears showing the current
setting.
Press CHNG to change this setting. Each time you press CHNG, the
setting switches between ‘Term’ and ‘Cont’.
Press NEXT to keep the current setting and go to the next option.
NOTE: The system does not offer the Conference Continuation
option if your administrator did not assign this privilege to you.
Conferences end when you exit the conference.
5. The Announcements option appears showing the current setting.
Press CHNG to change this setting. Each time you press CHNG, the
setting changes to one of ‘tones’, ‘names’, and ‘off’.
Press OK to keep the current setting and exit.
NOTE: The system does not offer the ‘off’ setting if your adminis-
trator did not assign this privilege to you.
When you press OK, the Admin menu appears.
Waiting 12
ENTER PASS ADMIN
Admin
PIN OPTS QUIT
Quickstart: off
CHNG NEXT
On exit: Term
CHNG NEXT
Announce: tones
CHNG OK
Admin
PIN OPTS QUIT
22 Chapter 2 Navigating the conference using softkeys
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To enter the conference using softkeys
1. Press ENTER from the Chairperson Wait menu.
One of the two displays appears briefly to remind you about your
Conference Continuation setting.
You enter the conference.
Waiting 12
ENTER PASS ADMIN
Continue
Terminate
Chapter 2 Navigating the conference using softkeys 23
Meet Me Conferencing User Guide
Chairperson activities during the conference
You must be the chairperson of the conference to complete the following procedures.
These procedures describe how to navigate a conference using the softkeys on your set. See
“Chairperson commands during conference, softkey access” on page 16 to view the softkeys on
your telephone.
You can perform the following procedures while you participate in a conference:
•“To Mute Conference using softkeys” on page 23
•“To unmute the conference using softkeys” on page 24
•“To view conference participants using softkeys” on page 24
•“To lock a conference using softkeys” on page 25
•“To unlock a conference using softkeys.” on page 25
•“To mute yourself (chairperson) using softkeys” on page 25
•“To unmute yourself (chairperson) using softkeys” on page 26
•“To Mute All Participants using softkeys” on page 26
•“To mute a single conference participant using softkeys” on page 27
•“To unmute a single conference participant using softkeys” on page 27
•“To disconnect a single conference participant using softkeys” on page 28
•“To view or change conference options using softkeys” on page 29
•“To view or change the Conference Continuation setting using softkeys” on page 30
•“To view or change the Announcement setting using softkeys” on page 30
•“To hear a list of available commands using softkeys” on page 31
• To hear a count of participants, see Table 6 on page 37
To Mute Conference using softkeys
If you mute all participants using the Mute Conference command, participants cannot unmute
themselves.
1. Press 1WAY from the first main menu.
All conference participants are muted.
1WAY changes to CONF.
12:40 12
1WAY VIEW OTHR
12:41 12
CONF VIEW OTHR
24 Chapter 2 Navigating the conference using softkeys
NN40020-104NN40020-104
To unmute the conference using softkeys
To view conference participants using softkeys
Use the View command to view, mute, and disconnect conference participants.
1. Press CONF from the first main menu.
All conference participants are unmuted.
CONF changes to 1WAY.
1. Press VIEW from the first main menu.
2. The first participant appears.
To mute a participant, press NEXT until you view the participant you
want to mute.
3. Press MUTE.
MUTE changes to UNDO.
NOTE: The system does not offer the MUTE softkey if the partici-
pant is already muted.
4. To disconnect a participant, press NEXT until you view the partici-
pant you want to disconnect.
5. Press OTHR.
6. Press DISC.
This display appears briefly to indicate that the participant is discon-
nected.
NOTE: Press QUIT on this menu at any time to exit the View
command.
7. The next participant appears.
To view the remaining participants, press NEXT until you reach the
end of the list.
8. This display appears after you press NEXT on the last participant.
The display shows the total number of participants.
To view the list of participants again, press AGAIN.
To exit, press OK.
12:40 12
CONF VIEW OTHR
12:41 12
1WAY VIEW OTHR
12:40 12
1WAY VIEW OTHR
01: Dave S.
NEXT MUTE OTHR
04: Joe M.
NEXT MUTE OTHR
04: Joe M.
NEXT UNDO OTHR
07: Ann P.
NEXT MUTE OTHR
- Ann
07: Ann P.
DISC QUIT
08: John B.
NEXT MUTE OTHR
Total: 10
AGAIN OK
Chapter 2 Navigating the conference using softkeys 25
Meet Me Conferencing User Guide
To lock a conference using softkeys
To unlock a conference using softkeys.
To mute yourself (chairperson) using softkeys
9. The first main menu appears.
1. Press OTHR from the first main menu.
2. Press LOCK from the next main menu.
The system locks the conference. Future attempts to enter this
conference are blocked.
The LOCK button changes to UNLCK.
1. Press OTHR from the first main menu.
2. Press UNLCK from the next main menu.
The system unlocks the conference.
The UNLCK button changes to LOCK.
1. Press OTHR from the first main menu.
2. Press MUTE from the next main menu.
The Mute submenu appears.
3. Press SELF.
You are muted.
NOTE: The system removes the SELF button on the Mute submenu.
The following main menu appears to show your status.
4. Press OTHR to view the first main menu.
The first main menu appears.
14:32 11
1WAY VIEW OTHR
12:40 12
1WAY VIEW OTHR
12:42 12
LOCK MUTE OTHR
12:42 12
UNLCK MUTE OTHR
12:40 12
1WAY VIEW OTHR
12:42 12
UNLCK MUTE OTHR
12:42 12
LOCK MUTE OTHR
12:40 12
1WAY VIEW OTHR
12:42 12
UNLCK MUTE OTHR
Mute
SELF ALL QUIT
Muted 12
UNMUTE OTHR
12:48 12
1WAY VIEW OTHR
26 Chapter 2 Navigating the conference using softkeys
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To unmute yourself (chairperson) using softkeys
To Mute All Participants using softkeys
If you mute all participants using this command, participants can unmute themselves.
1. Press OTHR from the first main menu.
2. Press OTHR from the next main menu.
3. Press QUIT from the next main menu.
The next main menu appears.
4. Press UNMUTE.
You are unmuted.
The first main menu appears.
The system provides the SELF button on the Mute submenu.
1. Press OTHR from the first main menu.
2. Press MUTE from the next main menu.
The Mute submenu appears.
3. Press ALL.
All participants are muted. Participants can unmute themselves.
The first main menu appears.
12:40 12
1WAY VIEW OTHR
12:41 12
LOCK MUTE OTHR
12:41 12
OPTS CMDS QUIT
Muted
UNMUTE OTHR
12:46 12
1WAY VIEW OTHR
12:40 12
1WAY VIEW OTHR
12:42 12
UNLCK MUTE OTHR
Mute
SELF ALL QUIT
12:46 12
1WAY VIEW OTHR
Chapter 2 Navigating the conference using softkeys 27
Meet Me Conferencing User Guide
To mute a single conference participant using softkeys
To unmute a single conference participant using softkeys
1. Press VIEW from the first main menu.
2. The first participant appears.
To mute a participant, press NEXT until you view the participant you
want to mute.
NOTE: The system does not offer the MUTE softkey if the partici-
pant is already muted.
3. Press MUTE to mute the participant.
MUTE changes to UNDO.
NOTE: UNDO is available for 15 seconds after pressing MUTE.
After 15 seconds, the softkey is blank and the participant must
unmute their line.
4. Press OTHR.
5. Press QUIT.
6. The first main menu appears.
1. Press VIEW from the first main menu.
2. The first participant appears.
To unmute a participant, press NEXT until you view the participant
you want to unmute.
3. Press UNDO to unmute the participant.
UNDO changes to MUTE.
NOTE: UNDO is available for 15 seconds after pressing MUTE.
After 15 seconds, the softkey is blank and the participant must
unmute their line.
4. Press OTHR.
5. Press QUIT.
6. The first main menu appears.
12:40 12
1WAY VIEW OTHR
01: Dave S.
NEXT MUTE OTHR
04: Joe M.
NEXT MUTE OTHR
04: Joe M.
NEXT UNDO OTHR
08: John B.
DISC QUIT
14:32 11
1WAY VIEW OTHR
12:40 12
1WAY VIEW OTHR
01: Dave S.
NEXT MUTE OTHR
04: Joe M.
NEXT UNDO OTHR
04: Joe M.
NEXT MUTE OTHR
04: Joe M.
DISC QUIT
12:50 12
1WAY VIEW OTHR
28 Chapter 2 Navigating the conference using softkeys
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To disconnect a single conference participant using softkeys
1. Press VIEW from the first main menu.
2. The first participant appears.
To disconnect a participant, press NEXT until you view the partici-
pant you want to disconnect.
3. Press OTHR.
4. Press DISC.
This display appears briefly to indicate that the participant is discon-
nected.
5. The next participant appears.
To exit View, press OTHR.
6. Press QUIT.
The first main menu appears.
12:40 12
1WAY VIEW OTHR
01: Dave S.
NEXT MUTE OTHR
07: Ann P.
NEXT MUTE OTHR
07: Ann P.
DISC QUIT
- Ann
08: John B.
NEXT MUTE OTHR
08: John B.
DISC QUIT
12:41 11
1WAY VIEW OTHR
Chapter 2 Navigating the conference using softkeys 29
Meet Me Conferencing User Guide
To view or change conference options using softkeys
You can view or change the Conference Continuation option or the Announcement option while in
conference.
1. Press OTHR from the first main menu.
2. Press OTHR from the next main menu.
3. Press OPTS from the next main menu.
4. The Conference Continuation option appears showing the current
setting.
Press CHNG to change this setting. This option switches between
‘Term’ and ‘Cont’.
Press NEXT to keep the current setting and go to the next option.
NOTE: The system does not offer the Conference Continuation
option if your administrator did not assign this privilege to you.
Conferences end when you exit the conference.
5. The Announcements option appears showing the current setting.
Press CHNG to change this setting. Each time you press CHNG, the
setting changes to one of ‘tones’, ‘names’, and ‘off’.
Press OK to keep the current setting and exit.
NOTE: The system does not offer the ‘off’ setting if your adminis-
trator did not assign this privilege to you.
If you press OK, the Options menu appears.
12:40 12
1WAY VIEW OTHR
12:40 12
LOCK MUTE OTHR
12:40 12
OPTS CMDS QUIT
On exit: Term
CHNG NEXT
Announce: tones
CHNG OK
12:40 12
OPTS CMDS QUIT
30 Chapter 2 Navigating the conference using softkeys
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To view or change the Conference Continuation setting using
softkeys
To view or change the Announcement setting using softkeys
1. Press OTHR from the first main menu.
2. Press OTHR from the next main menu.
3. Press OPTS from the next main menu.
4. The Conference Continuation option appears showing the current
setting.
Press CHNG to change this setting. This option switches between
‘Term’ and ‘Cont’.
Press * to keep the current setting and exit.
NOTE: The system does not offer the Conference Continuation
option if your administrator has not assigned this privilege to you.
Conferences end when you exit the conference.
If you press *, the first main menu appears.
1. Press OTHR from the first main menu.
2. Press OTHR from the next main menu.
3. Press OPTS from the next main menu.
4. Press NEXT to go to the Announcement option.
5. The Announcements option appears showing the current setting.
Press CHNG to change this setting. Each time you press CHNG, the
setting changes to one of ‘tones’, ‘names’, and ‘off’.
Press OK to keep the current setting and exit.
NOTE: The system does not offer the ‘off’ setting if your adminis-
trator has not assigned this privilege to you.
If you press OK, the Options menu appears.
12:40 12
1WAY VIEW OTHR
12:40 12
LOCK MUTE OTHR
12:40 12
OPTS CMDS QUIT
On exit: Term
CHNG NEXT
12:41 12
1WAY VIEW OTHR
12:40 12
1WAY VIEW OTHR
12:40 12
LOCK MUTE OTHR
12:40 12
OPTS CMDS QUIT
On exit: Term
CHNG NEXT
Announce: tones
CHNG OK
12:40 12
OPTS CMDS QUIT
Chapter 2 Navigating the conference using softkeys 31
Meet Me Conferencing User Guide
To hear a list of available commands using softkeys
1. Press OTHR from the first main menu.
2. Press OTHR from the next main menu.
3. Press CMDS from the next main menu.
You hear a list of all commands available to you.
Your display shows the commands as you hear them.
You can press any key to terminate the command list.
4. The first main menu appears.
12:40 12
1WAY VIEW OTHR
12:40 12
LOCK MUTE OTHR
12:40 12
OPTS CMDS QUIT
12:41 12
1WAY VIEW OTHR
32 Chapter 2 Navigating the conference using softkeys
NN40020-104NN40020-104
Participant activities
Participants complete the following procedures when joining or participating in a conference:
•“To access a conference (participant)” on page 39
•“To mute or unmute yourself (participant) using softkeys” on page 33
•“To view a list of participants using softkeys” on page 33
• To hear a count of participants, see Table 6 on page 37
•“To hear a list of available commands using softkeys” on page 33
•“To transfer a participant in to conference” on page 39
Chapter 2 Navigating the conference using softkeys 33
Meet Me Conferencing User Guide
To mute or unmute yourself (participant) using softkeys
To view a list of participants using softkeys
To hear a list of available commands using softkeys
1. Press MUTE from the first main menu.
You are muted.
MUTE changes to UNMUTE.
2. Press UNMUTE from the main menu.
You are unmuted.
UNMUTE changes to MUTE.
1. Press VIEW from the first main menu.
2. The first participant appears.
Press NEXT to go to the next participant.
Press QUIT while viewing any participant to exit the View
command.
3. Press NEXT until you are on the last participant.
4. Press NEXT on the last participant.
5. Press AGAIN to view the list again.
Press OK to exit the View command.
1. Press OTHR from the first main menu.
2. Press CMDS from the next main menu.
You hear a list of all commands available to you.
Your display shows the commands as you hear them.
You can terminate the command list at any time by pressing any key.
3. The first main menu appears.
12:40 12
MUTE VIEW OTHR
12:40 12
UNMUTE VIEW OTHR
12:40 12
MUTE VIEW OTHR
01: Dave S.
NEXT QUIT
02: Pete T.
NEXT QUIT
12: Jill M.
NEXT QUIT
Total: 12
AGAIN OK
12:40 12
MUTE VIEW OTHR
12:40 12
CMDS QUIT
12:40 12
MUTE VIEW OTHR
34 Chapter 2 Navigating the conference using softkeys
NN40020-104NN40020-104
35
Meet Me Conferencing User Guide
Chapter 3
Navigating the conference using your keypad
Use the procedures in this chapter to enter, configure, and navigate Meet Me Conferencing using
your keypad. When you use an external set or a 1-line set, voice prompts guide you.
Chairperson activities before the conference
You must be the chairperson of the conference to complete the following procedures:
These procedures describe how to enter and configure a conference:
•“To access the Chairperson Wait menu” on page 40
•“To change the PIN using your keypad” on page 35
•“To set a passcode using your keypad” on page 35
•“To change conference options using your keypad” on page 36
•“To enter the conference using your keypad” on page 37
To change the PIN using your keypad
1At the Chairperson Wait menu, you hear the following prompt:
“When you are ready to enter the conference, press one.”
“If this conference will require a passcode, press two.”
“To change the conference settings, press three.”
Press three (3).
Continue to follow the voice prompts to change the PIN.
2Press one (1).
3Enter the new PIN value and press pound (#).
4Enter the new PIN value again to verify it, and press pound (#).
If the values match, the system changes your PIN.
If the values do not match, go to step 2.
To set a passcode using your keypad
You can set a passcode that participants must enter before they enter the conference. A passcode
provides added security to a conference.
1At the Chairperson Wait menu, you hear the following prompt:
“When you are ready to enter the conference, press one.”
36 Chapter 3 Navigating the conference using your keypad
NN40020-104NN40020-104
“If this conference will require a passcode, press two.”
“To change the conference settings, press three.”
Press two (2).
Continue to follow the voice prompts to set a passcode.
2Enter the passcode, and press pound (#).
Your passcode must be four to eight digits in length.
3Enter the passcode again to be verified, and press pound (#).
If the passcodes match, you can enter the conference or change conference settings.
If the passcodes do not match, you are asked to enter them again by repeating the procedure
from step 3.
To change conference options using your keypad
1At the Chairperson Wait menu, you hear the following prompt:
“When you are ready to enter the conference, press one.”
“If this conference will require a passcode, press two.”
“To change the conference settings, press three.”
Press three (3).
Continue to follow the voice prompts to set a passcode.
2Press two (2).
3To activate Quickstart, press one (1); or, to skip this step, press pound (#).
If you press one (1), future conferences start when participants arrive.
If you press pound (#), future conferences start when you arrive.
4To allow the conference to continue after you disconnect, press one (1); or, to skip this step,
press pound (#).
If you press one (1), conferences continue when you leave the conference.
If you press pound (#), conferences end when you leave the conference.
5To accept the Tones announcement, press pound (#) or press one (1) to hear the next setting.
Note: The system does not offer this option if your administrator did not
assign this privilege to you. Without Quickstart, conferences start when you
enter the conference.
Note: The system does not offer this option if your administrator did not
assign this privilege to you. Without Conference Continuation, conferences
end when you exit the conference.
Chapter 3 Navigating the conference using your keypad 37
Meet Me Conferencing User Guide
6To accept the Names announcement, press pound (#) or press one (1) to hear the next setting.
7To accept the No Announcement setting, press pound (#) or press one (1) to return to step 5.
To enter the conference using your keypad
1At the Chairperson Wait menu, you hear the following prompt:
“When you are ready to enter the conference, press one.”
“If this conference will require a passcode, press two.”
“To change the conference settings, press three.”
Press one (1).
You enter the conference.
Chairperson activities during the conference
The following table shows you how to navigate a conference using your keypad. See Table 6 on
page 37.
Participant activities
Participants can perform the following procedures:
•“To access a conference (participant)” on page 39
Note: The system does not offer the No Announcement setting if your
administrator did not assign this privilege to you.
Table 6 Chairperson commands during a conference, keypad access
Command Keys
Mute a conference ##
Unmute a conference 99
Lock a conference *4
Unlock a conference *5
Mute yourself *6
Unmute yourself *7
Mute all participants 88
Change the Conference Continuation option *8
Change the Announcement option *9
Hear a count of participants *#
Hear a list of commands **
38 Chapter 3 Navigating the conference using your keypad
NN40020-104NN40020-104
•“To transfer a participant in to conference” on page 39
To navigate a conference, follow the commands described in the following table. See Table 7 on
page 38.
Table 7 Participant commands during conference, keypad access
Commands Keys
Mute yourself *6
Unmute yourself *7
Hear a count of participants *#
Hear a list of commands **
39
Meet Me Conferencing User Guide
Chapter 4
Common procedures
Use the common procedures in this chapter to navigate Meet Me Conferencing:
•“To transfer a participant in to conference” on page 39
•“To access a conference (participant)” on page 39
•“To access the Chairperson Wait menu” on page 40
To transfer a participant in to conference
An internal user can transfer a caller in to a conference. The internal user performs the following
steps while on a call:
1Use F930 or call transfer to transfer the caller to the conferencing service. See “Conference
service access” on page 10.
2If you are the chairperson of this conference, press pound (#); otherwise, enter the conference
access code and press pound (#).
The held caller enters the conference.
To access a conference (participant)
This procedure is only for participants.
Before you start this procedure, dial in to the conference service as described in the section
“Conference service access” on page 10.
1Enter the access code and press pound (#).
The access code is the chairperson’s extension.
2To verify that you are not the chairperson, press pound (#) or stay on the line.
3Say your name. If the conference is not in session, you wait while on hold.
Note: If the internal user is already a participant in a held conference, he/she
must manually take the held conference off hold.
Note: If the chairperson chose the option to announce participants by name, the system
prompts you to say your name. Otherwise, the system bypasses this step.
Note: While you wait for the conference to begin, a prompt plays every
minute. If you need assistance, press 0 during the prompt to transfer to an
attendant.
40 Chapter 4 Common procedures
NN40020-104NN40020-104
4If you are prompted, enter the passcode.
You enter the conference.
To access the Chairperson Wait menu
This procedure is only for chairpersons.
Before you start this procedure, dial in to the conference service as described in “Conference
service access” on page 10.
1The system prompts you for your access code. If you are calling from your own extension,
press pound (#). Otherwise, enter your own extension and press pound (#).
2To verify you are the chairperson, press star (*).
3Enter your personal identification number (PIN) number and press pound (#).
Enter 0000 if you are accessing the conferencing feature for the first time or if the
administrator reset your PIN. The system prompts you to change it.
If PIN authorization fails because your password expired, the system prompts you to change it.
See “To change the PIN using softkeys” on page 19 or “To change the PIN using your keypad”
on page 35.
If PIN authorization succeeds, you enter the Chairperson Wait menu.
If you logged on to the conference as the chairperson, you hear a list of chairperson
commands.
Note: This step occurs when the conference starts or when you access a
conference that is already in progress.
Note: If you call from your own extension (set up as a conference bridge), the system
bypasses the next step (step 2) and prompts you directly for your PIN (step 3).
Note: To change your PIN, you must use an internal set. If you must change
your PIN and you are calling from an external line, the system warns you and
then disconnects your call.

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