Audio and Web Conferencing
quick start guide
Orange Business Services would like to thank you for using
its Audio and Web Conferencing services
the way to set up and schedule your conferences depends on the type of service
you subscribed - look at your account information (welcome e-mail or welcome
letter) and refer to one of the following options:
1. if your portal address to access the service is :
http://www.orangebusinessconferencing.com
you will find out more information to use the service in this guide
2. if your portal address to access the service is personalized with the name and
logo of your company (example : http://yourcompanyname.webex.com)
you will find out more information in the “assistance/support” section of your
summary
A- how to organize an audio conference call ?
page 3
B- connect to the portal and access your interface
page 4
C- with Cisco Webex
®page 6
1. scheduling a web conference
page 6
2. launch your web conference
page 9
3. run your web conference
page 11
4. Webex One-Click
page 12
D- with Microsoft
®Live Meeting
page 13
1. scheduling a web conference
page 13
2. launch your web conference
page 19
3. run your web conference
page 23
E- some tips to manage your conference
page 24
1. conference assistance
2. mute mode
3
A- how to organize an audio conference call ?
1 – scheduling an audio conference call
schedule your conference by sending an email which gives : - day and time of your meeting
- access numbers - participant code
(please find access numbers and participant code in your welcome email)
write here your participant code : ... NB : to schedule a conference with advanced options, connect to
http://www.orangebusinessconferencing.com and log in using your personal information 2 – starting your audio conference call
as a moderator, dial the toll or toll-free access number corresponding to your location. Then enter your conference moderator code followed by #
(please find access numbers and moderator code in your welcome email)
write here your moderator code : ...
your participants dial the toll or toll-free access number corresponding to their location and they enter the participant code you sent them
4
B- connect to the portal and access your interface
sign in your Orange web portal : www.orangebusinessconferencing.com select your language
sign in with your [client ID] and web [password] provided in the welcome email you received
write here your personal code :
5
click on [manage your account]
in the [services] drop-down menu
depending on your web conferencing solution, click [Enhanced Web Conferencing] (Webex Cisco®) and go to section C (p.6), or click on [Microsoft® Live Meeting] and go to section D (p.13)
then, click on [Start or Manage your Meetings]
1 1
2
6
C- with Cisco Webex
®
1. scheduling a web conference
on the left, select the option [schedule a meeting]
plan your conference (date and time…)
enter a [meeting subject] and a [password] (optional)
enter a date for the meeting
schedule a time. -check the time zone
enter the meeting duration
7
to send your invitation, you have two possibilities:
enter attendees email address in the [attendees] section in order to provide them with all the connection instructions
tick the box [send me a copy of the invitation] under the [attendees] section
It is recommended to choose option 2. In this case, you will receive an invitation by email that you will be able to customize and send directly to all attendees.
activate Cisco Webex Audio Integration
Cisco Webex Audio Integration is an option available for customers who requested option ena-blement.
click on [change audio option]
tick the box [teleconferencing services] then click on [edit]
specify the access number(s) ([call-in local number] toll; [call-in number] toll free) and the country code by clicking on [country code]
Number format: (0)233213000 – for US it just needs to be a 10-digit number like 800-477-2410 or 8004772410 – please make sure that you have entered the correct number format otherwise, your account will not be recognized
Note: only two numbers can be indicated. To communicate other access numbers to
attendees, customize the email invitation (see below). Local and toll free numbers are listed in the email containing your personal information
enter the moderator and participant code, available in the email then validate
you should reach the page [schedule a meeting]
9
2. launch your web conference
follow step B (p. 4) to reach the Orange Cisco WebEx website
click on [my meetings] in [schedule a meeting], then go to [all meetings]
Note : you can launch a meeting without any reservation by clicking on [one click meeting]
You can also invite participants directly from the web conferencing interface!
11
3. run your web conference
you will reach the page that allows you to share documents!
control your audio conference activity : view the caller ID and deactivate/activate attendees microphone
chat with your attendees during the session
up to 6 webcams can be connected at once
take annotation during your conference
share your presentations, applications, documents, desktop, webpages, …
invite other attendees to join the conference running
12
4. WebEx One-Click
WebEx One-Click allows you to start a meeting instantly from your desktop.
It is a simple way to start and join meetings and send meeting invitations without logging in to your Orange WebEx service site.
WebEx One-Click lets you start meetings instantly from the One-Click panel or from other appli-cations, such as Microsoft Office, Internet Explorer, Firefox, Microsoft Outlook.
Using this version requires that you download WebEx Productivity Tools :
in the Orange Cisco WebEx service Web site, click [Enhanced Web Conferencing] >
[Productivity Tools Setup] (on the left navigation bar) The Productivity Tools Setup page appears
under On Your Desktop, click [Install Productivity Tools]
The File Download dialog box appears.
save the installation program to your computer
run the installation file and follow the instructions. Once you complete installation, log in using your account information and then verify your settings in the dialog box
13
D- with Microsoft Live Meeting
1. scheduling a web conference
click on [schedule meeting]
Note :
14
set up your conference
enter the attendees email address, you must separate each address with “;”
enter presenters email address with the same rule
enter a [subject] (this field is mandatory)
select a [date] for the meeting and enter a [start and end time] for the meeting, make sure time zone is correct
choose your audio conference options
tick the box [enable telephone conferencing] and click on [meeting options]
15
page is filled in by default, you may leave it this way
then click on [Audio]
1
2 1
16
tick the box [enable telephone conferencing]
enter your audio information available in your welcome email with your passcodes :
- enter [toll-free number] for the country in which most of the attendees are located and the area code and/or
- enter [toll number] for the country in which most of the attendees are located and the area code
Note: only two numbers can be indicated in this zone. To communicate more numbers with more location for your attendees, customize the invitation email before sending it to partici-pants. Access numbers list is available in your welcome email.
- enter [participant code]
- enter [leader code] (moderator code)
click on [Set as default]
17
choose the email sending mode:
[send invitation using your email client] : customize the invitation before sending it to attendees
[send invitation using Microsoft® Live Meeting]: send the invitation generated by Microsoft® Live Meeting application without customization
It is recommended to choose the latter option. In this case, you will receive an invitation by email that you will be able to customize and send directly to all attendees.
click on [send invitations] and access all the meeting details
1
2 1
18
you have now access to the meeting details
to modify your meeting , click on [Update Meeting]
19
2. launch your web conference
If you did not schedule your web conference, go to section B (p.4) to know how to reach the
the Microsoft® Live Meeting homepage to launch your web conference :
click on [meetings] in the [manage] section
click on the meeting subject in which you want to attend
1
2
20
click on [join as presenter]
21
click on [accept, install and join]
Note: Microsoft® Live Meeting needs to be installed at the first use only for presenters and attendees
wait for the downloading to complete
22
interface is launching
23
3. run your web conference
you will reach the page that allows you to share documents!
access your audio Options
answer to attendee’s questions during Meeting
control attendees list
share applications, desktop, documents, whiteboard…
24
E- some tips to manage your conference
use these star controls from your keypad dialing from your phone. Two digit controls are only available for moderators.
1. conference assistance
*1 to hear a help menu
*0 to reach an operator
2. mute mode
*6 to mute or «un-mute» line
*96 to mute all participant lines
*97 to un-mute all participant lines
3. dial an external number
*95 to call an external number and add attendees
4. volume
*4 to increase conference volume
*7 to decrease conference volume
*5 to increase your voice volume
*8 to decrease your voice volume
Microsoft® Live Meeting interface language used by default is the one selected in your web navigator. To modify the language you must change it from your web navigator.
go to [Tools] from your web navigator then go to
[Internet options]
5. security
*31 to turn Conference Security Code on/off
*91 to hear a participant count
*92 to hear a roll call of participants
*93 to disconnect all participant lines
*94 to lock or unlock conference
6. subconferencing
*21 to activate subconferencing
#1-9 to join a subconference
## to go back to the main menu
#0 the operator sends back all participants to the main menu
7. recording
*22 to initiate record and playback
*22 again to pause/stop the recording
click on [languages]
in [general section] and move it upselect the language
25
F- security
tips
don’t forget : « security first »
make sure your personal information for Orange Audio and Web Conferencing Services are kept in a safe place.
on-demand security
Orange Audio and Web Conferencing Services enable you to modify your security code in each meeting :
the moderator chooses a unique code and inform its attendees
the moderator activates the security mode by dialing *31. Security code applies for an audio conference and is deleted after call termination
