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Quick Start Guide

Loaded with intuitive, easy-to-use features, our audio and web conferencing services provide extraordinary conferencing capabilities at a fraction of the cost of traditional conferencing services.

Setting Up Your Account

Set up your own account for conferencing.

Start

Open Internet Explorer and click to register your new account:

Step 1. Get your conferencing URL and any registration password from your administrator.

Step 2. Enter the URL in Internet Explorer.

Step 3. Click I’m a new Host ... or Register My Account.

Step 4. Enter the password, if requested.

 

 

 

 

 

 

 

 

Register

Step 1. Fill out the registration form.

Step 2. Include your phone number even though it’s not required. The system can then easily dial out to you to start a conference. And when you start a conference from this phone, the system will recognize you.

Step 3. Choose a Conference ID (4-12 numbers) and PIN (4-8 numbers).

Step 4. Click Save.

Step 5. You’ll receive e-mail confirmation with your account details.

 

 

 

 

 

 

 

 

 

Download Tools

Use the links in the Registration Confirmation to download your hosting tools.
  • The Desktop Shortcut for one-click access.
  • The Outlook Add-In if you use Microsoft Outlook. You’ll have access to your Outlook address book and be able to use Outlook for scheduling.
  • The Document Sharing Plug-In to convert your documents for web display.
  • The Application Viewing Plug-In to share a view of your desktop or applications with participants.

 

 

 

 

 

 

 

 

 

 

 

Start a Conference

Step 1. Click Close on the Registration Confirmation and bring the My Conferences window to the front.

Step 2. Click Conference Now to start a conference immediately.

Step 3. Or click Conference Later to schedule a conference and send e-mail invitations.

 

 

 

 

 

 

 

 

 

Set My Preferences

Step 1. Click My Preferences at any time to change your conference preferences.

  • Save or delete the conference room after your web conference.
  • Have entering audio participants announced by name, tone, or not at all.
  • Set the length of time a conference should continue after you leave.
  • Raise participant security level to use individual, randomly generated PINs for conferences.

Step 2. Click Save.

 

 

 

 

 

 

 

  

Conferencing From the Phone

Start an ad-hoc or scheduled audio conference from the phone.

Start a Conference Via Phone

Step 1. Call the dial-in number.

Step 2. Enter your Conference ID if prompted.

Step 3. Press if prompted.

Step 4. Enter your PIN when prompted.

 

Tell Participants

  • The date and time for the conference.
  • The dial-in number.
  • Your Conference ID.
  • Any conference password or individual PINs.

OR

  • Dial out to add them with

 

 

 

 

 

 

 

Host Commands During the Conference

 Hear a menu of phone commands. Return to the conference with

  Dial out to a new participant. After dialing out, you can press:

 to rejoin the conference with the new participant.

to disconnect the new participant and rejoin the conference by yourself.

 to disconnect the new participant and redial.

 Mute or unmute your line.

 Mute or unmute all lines except yours (lecture mode).

 Hear a roll call.   Number of participants   Names of participants

 Lock or unlock the conference.

 Record a conference greeting.

 Allow participants to continue talking after you disconnect.

 Disconnect all participants and end the conference.

 Start or stop recording the conference, if allowed.

        Hear the phone commands again.

TIP: Always press to end your conference and free up any reserved ports.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Participant Commands During the Conference

 Hear a menu of phone commands. Return to the conference with

  Plays back your PIN, if it was required.

 Mute or unmute your line.

 Raises your “hand,” to notify the host that you want to speak (applies mainly to situations where participants are muted while the conference is in progress). Press again if you wish to lower your hand before being recognized.

 

 

 

 

 

 

 

 

Starting Your Conference from the Web

Start your audio and/or web conference from the web.

Log In

Open Internet Explorer and log in:

Step 1. Enter your conferencing URL in Internet Explorer.

Step 2. Log in with your Conference ID and PIN.

Step 3. Click Log In.

Step 4. The My Conferences page displays. Use the Conference Now or Start buttons to start conferences.

 

 

 

 

 

 

Ad Hoc

If you have not scheduled the conference, start it now:

Step 1. Click Conference Now.

Step 2. Enter the number of ports (audio and web) you need. You can accept defaults for the other wizard fields.

Step 3. Click Finish.

Step 4. The audio console and/or the conference room display.

Scheduled

If you have already scheduled the conference:

Step 1. Click to select the conference from the Scheduled Conferences section.

Step 2. Click Start.

Step 3. The audio console and/or the conference room display.

 

 

 

 

 

 

 

 

 

 

Audio Console

If your conference includes an audio portion, the audio console displays.

Step 1. If you have dial-out privileges, you can have the system dial out to connect you. You can also dial out to

bring other participants into the conference.

Step 2. Or call the dial-in number from your phone.

Step 3. Names or phone numbers of participants display in the audio console as they join the audio portion of your conference.

 

 

 

 

 

 

 

 

 

Conference Room

If your conference includes a web portion, the conference room displays.

Step 1. If you have an audio console too, click View Conference Room in the audio console to bring the conference room to the front.

Step 2. Click Quick Invite to send e-mail invitations to any additional participants.

Step 3. Names of participants display under Who Is Here as they join the web conference.

TIPS
  • You must have Java installed on your PC to display the audio console and conference room.
  • Click on participant phone numbers in the audio console and replace with names to easily manage the call.
  • Set up the conference room before the conference by adding your picture, documents for viewing, participant permissions, and polls.
  • You can start the conference up to 10 minutes before its scheduled start time. Early participants are placed on hold until you arrive.
  • Manage a conference in progress from the My Conferences page.

Setting Up the Conference Room

You can start a conference on the fly, but any meeting benefits from a little preparation. Set up your conference room before participants arrive and you’ll have everything you need at your fingertips.

Enter the Conference Room

You can enter a conference room any time after you have scheduled a web conference.

Step 1. Log in to the conferencing system.

Step 2. Click to select the scheduled conference on the My Conferences page.

Step 3. Click Set Up.

Step 4. The conference room displays.

TIP: Install the host plug-ins from the My Account page before setting up your first conference.

Set Up the Whiteboard

Step 1. Click Whiteboard in the Items for Viewing list.

Step 2. Use the annotation toolbar to draw and write on the whiteboard.

Set Up Polls

Step 1. Go to the Whiteboard and click Add Poll.

Step 2. Enter your question and answer choices in the Poll Question box and click Ask It.

Step 3. Pull down the poll menu and click Properties.

Step 4. Give the poll a name and click OK.

Step 5. Minimize the poll and position it.

When you want to run the poll during your conference, go to the Whiteboard and double click to maximize and display it.

Add a Picture

The first thing participants see is conference info in the conference room. Add a picture or logo to personalize it.

Step 1. Click Conference Info on the conference room navigation toolbar.

Step 2. Click Browse by the Picture field.

Step 3. Locate an image on your PC and click Open. Images are scaled to a maximum of 125H x 100W pixels.

Step 4. When the image displays correctly, click Close.

Upload Documents

Add documents to share to the Items for Viewing list before the conference begins.

Step 1. Click Add Document in the conference room.

Step 2. Follow the wizard to upload each document you need.

 

TIPS

  • Uploaded documents that use larger fonts (12-14 points) are easier to read.
  • Look at File > Print Preview in Excel to see how Excel documents display when uploaded.
  • For problem uploads, choose Print in the document’s application and use the ConferenceManager Print Driver. Then choose “Other” as the document type when you upload the document.

Give Permissions

To let your participants upload documents or use the annotation tools, give them permission.

Step 1. Click the Options tab in the lower-right of the conference room.

Step 2. Check the permissions you want to grant.

Scheduling Your Conference with Outlook

Schedule your conference with Microsoft® Outlook®.

Microsoft and Outlook are registered trademarks of Microsoft Corporation.

Install the Outlook Add-In

Before you use Outlook to schedule a conference for the first time, download and install the Outlook Add-In:

Step 1. Close Outlook and any open message windows.

Step 2. Log in to the conferencing system.

Step 3. On the My Conferences page, click My Account.

Step 4. Click Outlook Add-In.

Step 5. Click Yes to any security warning, click Install Now, and then click Close in the installer box.

Step 6. Open Outlook to complete the installation.

Outlook Appointment Tab

First, fill out the Outlook Appointment tab.

Step 1. Click the ConferencingNet Conference button in Outlook. Click the Appointment tab.

Step 2. Enter participants’ e-mail addresses in the To field. Click To to use your Outlook address book.

Step 3. Enter the Subject.

Step 4. Enter the Start time and End time for your conference.

Step 5. Click Recurrence for recurring conferences.

Step 6. Set the Reminder and Show time as fields.

Step 7. Enter an agenda or conference description in the text box.

ConferencingNet Conference Tab

Second, fill out the ConferencingNet Conference tab.

Step 1. Click the ConferencingNet Conference tab in Outlook.

Step 2. Select Type: Audio + Web, Audio only, or Web only.

Step 3. Enter the number of audio and/or web ports, one for each participant. (Click the Port Availability tab to check

free ports.)

Step 4. If you want to generate a unique PIN for each participant, check Create PINs for participants.

Step 5. If you want to require a Conference password, enter the 4-8 numbers.

Step 6. If you want to assign an Account code for this conference, enter it.

Step 7. Change any Preferences to override your defaults.

Step 8. Click Send to complete scheduling.

E-mail & Calendars

  • You and your participants receive Outlook meeting requests with the conference details.
  • Scheduled conferences display in Outlook calendars.
  • Participants can join the web portion of the conference directly from a link in the calendar item.
  • Participants who don’t use Outlook still receive e-mail invitations with all the conference details.

TIPS

  • Works with Outlook 2000 and 2002.
  • You must have administrative privileges on your PC to install the Outlook Add-In.
  • The Outlook Add-In also lets you use the Outlook address book for web scheduling and dial out.
  • Participants don’t need Outlook to be included in e-mail invitations.
  • Changes and cancellations in Outlook must be duplicated through web scheduling.

Running Demos with Application Viewing

Demonstrate programs to remote participants with application viewing. Participants do not need to install the programs to watch you demonstrate them.

Install the Plug-In

Before you demonstrate programs or share your desktop with participants for the first time, download and install the Application Viewing Plug-In:

Step 1. Enter your conferencing URL in Internet Explorer.

Step 2. Enter your Conference ID and PIN. Click Log In.

Step 3. On the My Conferences page, click My Account.

Step 4. Click Application Viewing Plug-In.

Step 5. Install the plug-in.

Start Application Viewing

Step 1. Start the application you are going to demo. You can minimize it on your desktop.

Step 2. With the Application Viewing Plug-In installed, start your conference.

Step 3. Click Application Viewing in the Items for Viewing List in the conference room.

Select the Application

Step 1. Select the open application to demo in the What to view list.

Step 2. Select Normal Color for View quality for best performance. You only need Photo Color when a large number of colors is vital.

Step 3. Click Start Viewing. The selected application is brought to the front for you. For participants, it displays in full screen.

Step 4. Keep the selected application in the front of your screen, open and active, and demo it to participants.

Control Application Viewing

Control your demo from the Application Viewing icon in the Windows tray area. Right-click the icon for the menu.

  • Select Application to choose another application or your desktop. Participants are paused while you choose.
  • Pause Viewing for actions you don’t want to broadcast to participants. They see the state of the screen when you paused until you click Resume Viewing.
  • Stop Viewing takes you and participants back to the conference room displaying conference info.
  • Return to Conference Room to change between Full screen and Normal view, check the invitee list, or use other tools. Participants pause viewing.

TIPS

  • You must have Windows 2000 or XP and administrative privileges on your PC to install the Application Viewing Plug-In and run a demo.
  • Participants must have administrative privileges on their PCs to view your demo.
  • Use the Select Application window to switch between Normal and Photo Color during application viewing if necessary.
  • Talk to participants to make sure those with slow connections keep up with your demo.
  • Ask participants to remain in Full Screen view and Fit to Window size for the best view of your demo.
  • Stop application viewing to pass the baton.
  • If you or your participants have problems, stop application viewing and start again.

 
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