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AT&T Connect® Audio Conference Monitor User Guide 2.1 July 2012

2 Product Version: 2.1

Disclaimer

© 2011-2012 AT&T Intellectual Property. All rights reserved. AT&T, the AT&T logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. All other marks contained herein are the property of their respective owners. AT&T Proprietary.

Microsoft® Office Outlook® is a trademark of the Microsoft Corporation.

Published by: AT&T Intellectual Property

Product: AT&T Connect®

Title: Audio Conference Monitor User Guide

Product version: 2.1

Publication date: 7/3/2012

Reference number: CONECMUG

Revision number 01

Audio Conference Monitor User Guide

Published: 7/3/2012 3

Contents 1. Introduction ......................................................................................................................... 7

2. For Conference Participants .................................................................................................. 8

Joining a Conference ................................................................................................................... 8

Viewing the Participants List ..................................................................................................... 10

Audio Status of Participants (Visible only to Host) ............................................................... 12

Audio Buttons ....................................................................................................................... 12

Connections Status of Participants ....................................................................................... 12

Participating in a Conference .................................................................................................... 13

Muting/Unmuting your Microphone .................................................................................... 13

Adjusting the Volume of your Microphone .......................................................................... 13

Inviting Others by Email ........................................................................................................ 13

Changing your Display Name ................................................................................................ 14

Searching for a Participant .................................................................................................... 15

Participating in a Breakout Session (BOS) ............................................................................. 15

Accessing the Support Center ............................................................................................... 18

Reporting a Problem ............................................................................................................. 18

Opening an Online Ticket ...................................................................................................... 21

Exiting the Conference Monitor ............................................................................................ 23

3. For Conference Hosts ......................................................................................................... 24

Setting up a Conference ............................................................................................................ 24

Inviting Participants .............................................................................................................. 25

Joining the Conference ............................................................................................................. 25

Managing the Participants ........................................................................................................ 26

Inviting Other Participants by Email...................................................................................... 26

Inviting Other Participants by Phone .................................................................................... 26

Muting/Unmuting All ............................................................................................................ 27

Muting/Unmuting a Specific Participant ............................................................................... 27

Muting and Locking a Participant ......................................................................................... 27

Renaming a Participant ......................................................................................................... 28

Adjusting the Volume ............................................................................................................ 29


Expelling a Participant ........................................................................................................... 29

Controlling the Conference ....................................................................................................... 30

Using Broadcast Mode .......................................................................................................... 30

Recording the Conference ..................................................................................................... 31

Locking/Unlocking the Conference ....................................................................................... 31

Using the Waiting Room ........................................................................................................ 32

Playing Entry/Exit Tones ........................................................................................................ 33

Continuing the Conference without You (the Host).............................................................. 33

Managing a Breakout Session (BOS) ......................................................................................... 33

Setting up/Starting a BOS ...................................................................................................... 34

Setting the BOS Duration ...................................................................................................... 37

Moving Participants............................................................................................................... 38

Joining Participants’ Rooms .................................................................................................. 38

Inviting Others by Phone during a BOS ................................................................................. 38

Responding to a Participant’s Call ......................................................................................... 38

Ending the BOS ...................................................................................................................... 39

Scheduling a Conference using Microsoft® Office Outlook® .................................................... 39

Ending the Conference .............................................................................................................. 42

Exiting the Conference .............................................................................................................. 42

List of Figures Figure 1–Audio Conference Monitor................................................................................................... 7 Figure 2–Welcome Page from Email Link ............................................................................................ 8 Figure 3–Welcome Page from URL Address ........................................................................................ 9 Figure 4–Connecting Your Audio ......................................................................................................... 9 Figure 6–Conference Monitor with Participants List ........................................................................ 10 Figure 7–Participants List .................................................................................................................. 11 Figure 8–Unmuted and Muted Audio Buttons .................................................................................. 13 Figure 9–Slider ................................................................................................................................... 13 Figure 10–Invite Others Button ......................................................................................................... 13 Figure 11–Participants Menu Button ................................................................................................ 13 Figure 12–Email Invitation................................................................................................................. 14 Figure 13–Rename Window .............................................................................................................. 14



Figure 14–Search Results Window .................................................................................................... 15 Figure 15–BOS where Participants Can Move between Rooms ....................................................... 16 Figure 16–BOS where Participants Cannot Move between Rooms .................................................. 17 Figure 17–Raised Hand Button ......................................................................................................... 17 Figure 18–Raised Hand Indication .................................................................................................... 17 Figure 19–Conference Menu Button ................................................................................................ 18 Figure 20–AT&T Support Page .......................................................................................................... 18 Figure 21–Report an Application Problem Option ............................................................................ 19 Figure 22– Application Problem Report Window ............................................................................. 20 Figure 23–Email for Reporting an Application Problem ................................................................... 20 Figure 24–“Connection Problem?” Widget ....................................................................................... 21 Figure 25– Open Ticket Widget ......................................................................................................... 21 Figure 26–Submit a Ticket Window (during Conference) ................................................................. 22 Figure 27–Submit a Ticket Window (before or after Conference) ................................................... 23 Figure 28–Exit Conference Message ................................................................................................. 23 Figure 29–Access Information........................................................................................................... 24 Figure 30– Conference Monitor Welcome Page for Hosts ............................................................... 25 Figure 31– Participant Menu for Hosts ............................................................................................. 26 Figure 32– Email Invitation ............................................................................................................... 26 Figure 33–Dial Out Window .............................................................................................................. 27 Figure 34–Muted Audio Status ......................................................................................................... 27 Figure 35–Muted and Locked Audio Status ...................................................................................... 28 Figure 36–Rename Window for Hosts .............................................................................................. 28 Figure 37–Rename Window for Hosts (with telephone number) .................................................... 28 Figure 38–Volume Control Window.................................................................................................. 29 Figure 39–Expel User Confirmation .................................................................................................. 30 Figure 40–Conference Menu for Hosts ............................................................................................. 30 Figure 41–Recording Indication ........................................................................................................ 31 Figure 42–Waiting Room................................................................................................................... 32 Figure 43–BOS Settings Window ....................................................................................................... 34 Figure 44–Dialog Box for Setting Number of Rooms ........................................................................ 34 Figure 45–Dialog Box for Renaming Room ....................................................................................... 35 Figure 46–Assigning Rooms Manually .............................................................................................. 35 Figure 47–Assigned Breakout Rooms ............................................................................................... 36 Figure 48–Participants list in BOS mode ........................................................................................... 37 Figure 49–Set BOS Duration Window ............................................................................................... 37 Figure 50–Moving Participants during a BOS .................................................................................... 38 Figure 51–Raised Hand Icon .............................................................................................................. 38 Figure 52–Indication that Participant is Calling for Host .................................................................. 39 Figure 53–Steps for Installing Add-in and Activating Account .......................................................... 39 Figure 54–Dialog Box for Saving Executable ..................................................................................... 40 Figure 55–Dialog Box for Activating Voice Account .......................................................................... 40


Figure 56–AT&T Conferencing Tab .................................................................................................... 41 Figure 57–Account Details................................................................................................................. 42

List of Tables Table 1–Audio Status ......................................................................................................................... 12 Table 2–Audio Buttons ...................................................................................................................... 12 Table 3–Connection Status ................................................................................................................ 12


1. INTRODUCTION

The AT&T Connect® Audio Conference Monitor is a web application for hosts and participants to take part in audio conferences. Hosts and participants join a conference by dialing in. After joining the conference, hosts and participants can see the list of conference participants and who is currently speaking. In addition, hosts can manage the participants and control the conference. This User Guide shows how you, as the participant and as the host, can do all of this and more. Enjoy!

Figure 1–Audio Conference Monitor


2. FOR CONFERENCE PARTICIPANTS

Joining a Conference You can join a conference in two ways—either from an email invitation or from a URL address, as described below.

1. Click on the link in the email invitation that was sent to you by the host. This action opens the Audio Conference Monitor Welcome page.

Figure 2–Welcome Page from Email Link

or…

If you did not receive a formal invitation with a link to the conference but know the dial-in phone number and meeting access code, click on this URL address: https://teleconference.uc.att.com/ecm. This action displays the following Welcome page.

https://teleconference.uc.att.com/ecm�



Figure 3–Welcome Page from URL Address

2. Type in your name (first case), or type in the dial-in phone number, meeting access code and your name (second case) and click Continue. The Welcome page is refreshed with instructions for joining the conference.

Note. Once you entered your name, it will be saved for future conferences and you will not be asked to enter your name.

Figure 4–Connecting Your Audio

3. Select As Guest.


4. If you wish to dial in to the conference, follow the dial-in instructions:

• Choose either the toll-free number if you are in the USA, or the caller-paid number if you are dialing to the USA

• Enter the access code when prompted • Once connected to the conference, dial the #91XXXXXX# number to be able to view the

Participants list

5. Click on the View Participants button to view the Participants list.

Viewing the Participants List Clicking on the View Participants button refreshes the page once more and you can then see the Participants list.

Figure 5–Conference Monitor with Participants List

This list displays information about the participants, such as who is speaking, who is muted or unmuted, and how each participant is connected. Your name is written in bold in the area under the Participants header, and to the right of your name are buttons for calling the host (when in a breakout session), muting or un-muting your microphone, and adjusting your microphone volume. If you wish, you can click your row and change your display name.



Figure 6–Participants List

Number of participants

Speaker

Participants

Host

Mutes/Un-mutes your microphone

Adjusts your mike volume

Invites others by email

Opens Participants menu

Indicates if you are connected, speaking, muted or locked

Connection status Searches for

a participant

Opens Conference menu

YOU!


Audio Status of Participants (Visible only to Host) The microphone icons to the right of the participants’ names represent their audio status, as described in the table below.

Table 1–Audio Status

Icon Status

Audio is unmuted

Participant is speaking

Audio is muted

Audio is muted and locked

Audio Buttons The audio button displays your audio status.

Table 2–Audio Buttons

Icon Status

You are speaking

Your audio is available (connected)

Your audio is muted

Connections Status of Participants Participants can be connected by phone, mobile device or the web.

Table 3–Connection Status

Icon Status

Connected by the Web application

Connected by phone only

Connected by mobile application



Participating in a Conference This section describes what you can do as a participant in the conference.

Muting/Unmuting your Microphone You can mute your microphone if you wish to hear others in the conference, but you don’t want them to hear you.

1. Click the Audio button to the right of your name. The Audio button toggles to the muted state.

Figure 7–Unmuted and Muted Audio Buttons

2. To unmute your microphone, click the muted Audio button.

Notes:

• If you are using a telephone, you can also mute/unmute your microphone by pressing *6 on the number pad.

• In some conferences, the host may mute and lock your microphone, and therefore the Audio button is disabled until the host reopens your microphone.

Adjusting the Volume of your Microphone You can control how the other participants hear you in a conference.

• Move the slider to the right of the Audio icon to adjust the volume of your microphone.

Figure 8–Slider

Inviting Others by Email As a participant in a conference, you can invite others by email.

1. Click on the Invite Others button

Figure 9–Invite Others Button

or…

Click on the Participants Menu button and then click Invite Others by Email….

Figure 10–Participants Menu Button


An email message opens from your default email application.

Figure 11–Email Invitation

2. Add the email address of the person you wish to invite and click Send.

Note: This option may be disabled if the host locked the conference.

Changing your Display Name During the conference you can change your name as it appears in the Participants list.

1. Click on your name to open the Rename window.

Figure 12–Rename Window

2. Type in the new name you wish to display.

3. Click OK. Your new name appears in the Participants list.



Searching for a Participant To search for a participant, you need to type in their first name and/or last name, or the beginning of these names.

1. Type the name (or part of the name) of the participant in the search box at the bottom of the Participants list.

The Participant list window automatically goes into “search mode” and displays the result of the search in the Search Results window. The number of results is displayed in the header.

Figure 13–Search Results Window

2. Click the “X to exit the search mode.

Participating in a Breakout Session (BOS) During a conference, the host may decide to conduct a breakout session (BOS). This is an opportunity for you to participate more actively in the conference. You will be assigned to a smaller group of participants to discuss specific topics pertaining to the conference. You will receive notification that you are currently in a BOS, and if your audio was muted, it will be unmuted. You will be able to request that the host joins you and the other participants in your room.


Viewing the BOS

The way in which you view the BOS depends on how it was set up by the host. If the host allows the participants to move freely between the rooms, you see the list of rooms with their room numbers, and the number of participants in the rooms. Your room is displayed in orange. The current speaker in your room is displayed above the participants.

Click the arrow button to display the other participants in your room.

Figure 14–BOS where Participants Can Move between Rooms

If the host does not allow participants to move between rooms, you see the current speaker and the participants in your room.



Figure 15–BOS where Participants Cannot Move between Rooms

You receive an audio and/or visual alert when the host begins the BOS and when it is about to end.

Calling the Host

• Click the Raised Hand button to the right of your name at the top of the Participants list.

Figure 16–Raised Hand Button

The hand in the button changes to orange, and the host is notified that you are calling in the “who is speaking” area and next to your room in the Participants list.

Figure 17–Raised Hand Indication

Once the host enters your room, this indication is removed. You can also click on the button to remove your request.

Moving to another Room

If this option is allowed by the host, click the Join link in the room you wish to move to.


Note: You can also move to another room by pressing *71 + <desired room number> on your phone’s number pad. For example, if you wish to move to room 3, press *713. You will then hear a message that you have been assigned to room 3. This option is useful for phone-only participants.

Returning to the Main Room

The host decides when to end the BOS and return you to the main room. If the host defined a time limit for the BOS, you will be notified one minute before the BOS ends.

Accessing the Support Center You can contact AT&T Support Center if you need help using the Conference Monitor.

1. Click the Conference Menu button in the upper-right corner of the Conference Monitor.

Figure 18–Conference Menu Button

2. Click Help and then click How to Contact Support Center. This opens the AT&T Unified Communications Support Web page.

Figure 19–AT&T Support Page

3. Follow the instruction under For issues with the AT&T Connect Audio Conference Monitor application.

Reporting a Problem In addition to contacting the AT&T Support Center by phone, if you have a problem with the AT&T Connect Audio Conference Monitor application you can also send a report to the AT&T Support Center by email.



Sending a Report by Email

When sending the report, make sure that you give as many details as possible, including:

• The type of your phone (landline or mobile)

• Carrier information

• Your originating phone number

• The dialed number, the country, and the service access method (traditional phone service or VoIP service).

1. Click the Conference Menu button in the upper-right corner of the Conference Monitor.

2. Click Help and then click Report an Application Problem.

Figure 20–Report an Application Problem Option

This opens the Application Problem Report window.


Figure 21– Application Problem Report Window

3. Read the instructions and click OK to open the email form for sending the report, which opens in your default email application.

Figure 22–Email for Reporting an Application Problem

4. Write your description and click Send.



Opening an Online Ticket If you have a problem with the connection and/or voice quality of a conference, you can open an online ticket before, during or after a conference in the Submit a Ticket window. After entering the details of your problem, the ticket is automatically sent to the AT&T Support Center.

Note: You can open a ticket from any desktop web browser and mobile device. The Submit a Ticket window resizes accordingly.

To submit a ticket during a conference:

1. Click on the “Connection Problem?” widget at the bottom left of the Audio Conference Monitor window.

Figure 23–“Connection Problem?” Widget

Then click on the Report a Problem widget to open the Submit a Ticket window.

Figure 24– Open Ticket Widget

If you are currently in a conference, the following Submit a Ticket window opens:


Figure 25–Submit a Ticket Window (during Conference)

2. Enter the required information and click Submit.



To submit a ticket before or after a conference:

If you have not yet joined a conference or if you have recently exited a conference, you must first provide your authentication details before submitting a ticket.

1. Click on the “Connection Problem?” widget and then click on the Report a Problem widget to open the Submit a Ticket window. The following Submit a Ticket window opens:

Figure 26–Submit a Ticket Window (before or after Conference)

2. Enter your authentication details and click Continue. This opens the Submit a Ticket window in full (see Figure 25).

3. Enter the required information and click Submit.

Exiting the Conference Monitor 1. Click Exit Conference Monitor in the Participants menu.

2. Click Hang Up in the Exit Conference dialog box.

Figure 27–Exit Conference Message

Or, just hang up! The application will be updated to reflect your departure.


3. FOR CONFERENCE HOSTS

As the conference host, you monitor and manage the participants in your conference over the Web, as well as control the conference. You can perform the actions that were described for participants plus additional actions in the Participants panel and elsewhere on the interface. Some of these actions depend on company policy and may not appear on your application. (Participants do not see these host features in their Participants panel.)

Setting up a Conference When you register for a conference with the AT&T Connect Conference Monitor, you receive an email with access information.

Figure 28–Access Information



Inviting Participants 1. Click on Click Here to Join Conference Monitor from the access information email you

received.

2. Copy the meeting URL from the browser window.

3. Paste this information into a new email in your default email application, and in the To box, enter the email addresses of the people you wish to invite to the conference.

4. Click Send.

Joining the Conference 1. Click on the Web Conference URL link in the Access Information email to open the Audio

Conference Monitor Welcome page.

Figure 29– Conference Monitor Welcome Page for Hosts

Note: It is recommended to save this URL address in your browser‘s Favorites for easy access to your conference room in the future.

2. Enter the Host Code that you received in the Access Information email and click Continue.

3. Dial in to the conference using the number you received in the Access Information email and enter your Host code when prompted.

4. Click on View Participants to view the Participants list. For more information on the Participants list, see Viewing the Participants List.



Managing the Participants As the host you manage participants with options in the Participants menu.

Figure 30– Participant Menu for Hosts

Inviting Other Participants by Email 1. Click the Participants Menu button to open the Participants menu and then click Invite Others

by Email…. An email message opens from your default email application.

Figure 31– Email Invitation

2. Add the email address of the person you wish to invite and click Send.

Inviting Other Participants by Phone 1. Click the Participants Menu button to open the Participants menu and then click Invite Others

by Phone…. This opens the Dial Out window.



Figure 32–Dial Out Window

2. Type in the participant’s Country code, Area code, Number, and Name.

3. Click Dial.

Note: During a break-out session (BOS) and while in the waiting room, participants join the room where the host is currently located.

Note: As a matter of company policy, you may not be able to dial out to a number outside of North America, or to dial out at all.

Muting/Unmuting All 1. Click theParticipants Menu button to open the Participants menu and then click Mute All. The

participants’ audio status changes to muted.

Figure 33–Muted Audio Status

2. To unmute all, click Unmute All.

Muting/Unmuting a Specific Participant 1. Right-click on a selected participant and click Mute in the Participants menu. The participant’s

audio status changes to muted.

2. To unmute the participant, click Unmute in the Participants menu.

Muting and Locking a Participant Once you mute and lock a participant’s audio line, the participant can no longer unmute the line until you unlock it.

1. Right-click on a selected participant and click Mute and Lock in the Participants menu. The participant’s audio status changes to muted and locked.



Figure 34–Muted and Locked Audio Status

2. To unmute and unlock the participant, click Unmute and Unlock in the Participants menu.

Renaming a Participant As the host, you can rename a participant in the conference. Typically, you would use this feature for phone-only participants whose names appear in the Participants list as GUEST1, GUEST2, and so on.

1. Right-click on the name and click Rename/Rename And Save… in the Participants menu.

Notes:

• If your phone number was recognized as a company number, you cannot save the number for future conferences. In this case, the Remember for future conferences option is not displayed, and the right-click menu says Rename… and not Rename and Save....

• Based on company policy, the participant’s phone number may or may not be displayed.

Figure 35–Rename Window for Hosts

Figure 36–Rename Window for Hosts (with telephone number)



2. Type in the new name you wish to display in the Rename window.

3. If you want this name to be displayed automatically in your future conferences (must be a direct number), check Remember for future conferences. The number will be stored in the repository for future conferences.

4. Click OK. The new name appears in the Participants list.

Adjusting the Volume When speaking in the conference, you can adjust the volume of your voice and the volume of the other participants’ voices.

To adjust the volume of your voice:

Move the slider to the right of the Audio icon to adjust the volume of your microphone.

To adjust the volume of a participant’s voice:

1. Right-click on the participant’s name.

Figure 37–Volume Control Window

2. Move the slider to the desired volume.

3. Check Mute if you wish to mute the participant.

4. Click OK.

Expelling a Participant You may wish to expel a participant from the conference for various reasons, such as if the participant is unknown to you.

1. Right-click on the name of the participant you wish to expel.

2. Click Expel in the Participants menu. You are asked to confirm that you wish to expel the participant.



Figure 38–Expel User Confirmation

3. Check Lock Conference if you wish to prevent the participant from re-joining the conference

4. Click Yes.

The participant is expelled from the conference and his/her name is removed from the Participants list.

Controlling the Conference As the host, you control the conference using the options in the Conference menu.

Figure 39–Conference Menu for Hosts

Using Broadcast Mode In Broadcast mode, only you can speak in the conference and all the other participants are muted and locked.

1. Click Start Broadcast in the Conference menu.

2. To stop Broadcast mode, click Stop Broadcast.



Note: You can add participant(s) to the broadcast group by right-clicking on the participant’s name and clicking Unmute and Unlock.

Recording the Conference You can record the audio portion of your conference on the server.

Note: When you record the conference, you will have one recording file for the entire conference. This is true even if the recording stops during breakout sessions and starts again when the participants return to the main room.

1. Click Start/Resume Audio-only Recording on Server in the Conference menu. All participants (including you) hear an audio prompt saying “This conference is being recorded.” Participants (excluding phone-only participants) will see a tooltip with a message and recording indication (red dot) on the status panel.

Figure 40–Recording Indication

2. To stop or pause the recording, click Stop/Pause Audio-only Recording on Server. You are informed that the conference recording has stopped and the recording indication is removed from the status panel.

3. If you paused the recording and want it to resume, click Start/Resume Audio-only Recording on Server again.

Note: If you are using a telephone, you can also start/stop the conference recording by pressing *2 on the number pad.

Note: When in a Breakout Session (BOS), you can record only in the main room. For information on a BOS, see Managing a Breakout Session (BOS).

Locking/Unlocking the Conference When you lock the conference, no other participants can join.

1. Click Lock Conference in the Conference menu.

2. To unlock the conference, click Unlock Conference in the Conference menu.



Using the Waiting Room In addition to locking the conference, you can direct late arrivals into a waiting room. The participants in the waiting room cannot see or speak to each other. Participants receive notification that they are in the waiting room and listen to music while waiting for you to unlock the conference and join the main conference.

Typically, you use this feature if you have conferences scheduled back-to-back and do not want participants in the second conference to enter at the end of the first conference. Also, you may not want to start your conference before all the participants are waiting in the waiting room.

To lock the conference and open a waiting room:

Click Lock Conference and Open Waiting Room in the Conference menu.

Figure 41–Waiting Room

As the host, you see the waiting room at the top of the Participants list. Each participant that joins the conference and enters the waiting room appears here. You will hear a special tone on your phone when participant(s) enter the waiting room.

You can rename and expel participants in the waiting room by right-clicking on the participant and clicking the option from the Participants menu.

To unlock the conference and to move all the participants from the waiting room into the main conference:

Click Unlock Conference in the Conference menu.



Note: When you record the conference, you will have one recording file for back-to-back conferences.

Playing Entry/Exit Tones Entry and exit tones are played for all participants when a participant (using a voice device) enters and leaves the conference. You hear one beep when a participant joins the conference and two beeps when a participant leaves. As a host, you can disable this feature.

To disable the feature:

Click Turn off Entry/Exit Tones in the Conference menu.

Note: You will still hear the entry tones of participants entering the waiting room, even if you turned off the entry/exit tones for participants in the conference.

Continuing the Conference without You (the Host) Typically, if you need to drop the conference call, the conference will continue until the last participant exits. You can change this behavior if you wish the conference to end directly after you leave.

Note: This feature may be disabled according to company policy.

To turn off the feature:

Click Turn off Continue without Host in the Conference menu. The conference will end 90 seconds after you leave.

Note: Even if the Continue without Host feature is enabled, both waiting room sessions and breakout sessions (BOS) will end once the host leaves the conference. All the participants in the waiting room will be dropped and the conference will be locked for them. In a BOS, the BOS will end and all the participants will be moved to the main room.

Managing a Breakout Session (BOS) A useful format for hosts during a conference is the breakout session (BOS), where you assign the participants to smaller discussion groups. As the host, you can remain in the main conference room or move freely in and out of the BOS rooms. You can move participants from one room to another during the sessions, and participants can request you to join them in their rooms.

While managing a BOS, you can still perform the same actions as you do in the main conference room, except for enabling Broadcast mode and recording the conference.

Note: You can record the conference only in the main room and not in a BOS.



Setting up/Starting a BOS 1. Click Start Break Out Session from the Conference menu to open the Breakout Session (BOS)

Settings window.

Figure 42–BOS Settings Window

2. Set the number of BOS rooms in the dialog box.

Figure 43–Dialog Box for Setting Number of Rooms

3. Choose how you wish to assign the participants in the rooms, as Automatic or Manual.

• Automatic—divides the same number of participants into the rooms that you specified • Manual—lets you manually place participants in the rooms

4. Check Allow participants to move between rooms if you wish to let participants switch rooms during the BOS.

5. Click Assign to create the rooms and assign the participants.

Clicking Assign allows you to:

i. [Optional] Click Add Room to add a room to the BOS. ii. [Optional] Click on a room to change its name.



Figure 44–Dialog Box for Renaming Room

iii. [Optional] Click Delete to delete a room.

If you wish to assign rooms manually, right-click on a participant’s name in the Participants list and click the room from the menu.

If the room does not appear on the right-click menu, click Other Rooms… to open the Move to Room window with a scrollable list of all the rooms. In this window you can also select Move to new room and type in the name of the new room in which you want to place the participant.

Figure 45–Assigning Rooms Manually



Figure 46–Assigned Breakout Rooms

6. Click Start BOS. The Participants list now reflects the BOS setup.



Figure 47–Participants list in BOS mode

Setting the BOS Duration Once you are in a BOS, you can set its duration.

1. Click Set BOS Duration on the Conference menu to open the Set BOS Duration window.

Figure 48–Set BOS Duration Window

2. Set the duration and click OK. You will be notified one minute before the BOS ends.

3. To change or cancel the BOS duration, click Set BOS Duration again.



Moving Participants 1. Right-click on the participant you wish to move and click Move to Room… on the menu and

then Other Rooms…. This opens the Move to Room window.

If the room does not appear on the right-click menu, click Other Rooms… to open the Move to Room window with a scrollable list of all the rooms.

Figure 49–Moving Participants during a BOS

2. Click the participant’s new room and click Yes.

Joining Participants’ Rooms Click the Join link in the room you wish to move to.

Inviting Others by Phone during a BOS When you invite a new participant by phone during a BOS, the new participant will join the session in the room where the host is at that time.

Responding to a Participant’s Call When a participant calls for you in a specific room, a raised hand icon is displayed in their room in the Participants list. The icon is removed when you enter the room.

Figure 50–Raised Hand Icon

To clear all call host requests, click Clear Call Host in the Conference menu.



Figure 51–Indication that Participant is Calling for Host

Ending the BOS Click Stop Break Out Session from the Conference menu. This moves all the participants back into the main conference room.

Scheduling a Conference using Microsoft® Office Outlook® You can schedule your own voice conference by installing the AT&T Audio Conference Add-in for Microsoft Outlook® and activating your voice account.

To install and activate account:

1. Click on the link, Step 1: Install the AT&T Conferencing Add-In.

Figure 52–Steps for Installing Add-in and Activating Account

This link provides you with an executable file (setup.exe) for downloading the Add-in to your PC or mobile device.



Figure 53–Dialog Box for Saving Executable

2. Click on the Save File button to install the Add-in for Microsoft Outlook.

3. Click on the link, Step 2: Activate your voice account. This link provides the activation file that updates the Microsoft Outlook Add-in with your host identification and settings.

Figure 54–Dialog Box for Activating Voice Account

4. Click on the OK button to activate your account.

5. To verify the installation and activation, open your Outlook application. You should see the AT&T Conferencing tab above the tool bar.



Figure 55–AT&T Conferencing Tab

6. Click on Account Settings to open the Account Settings window.

7. Click on the AT&T Voice-Only Accounts tab to view the line that was added with your voice-only account information.

8. Click on the account to view the account details.



Figure 56–Account Details

Once you have installed the Add-in and activated your voice-only account, the next step is to schedule a conference. For information on how to do this, see the AT&T Conferencing® Add-in for Microsoft Outlook® 2007/2010 User Guide.

Ending the Conference Click End Conference in the Conference menu. When you end the conference, you and all the participants are disconnected.

Exiting the Conference Click Exit Conference Monitor in the Conference menu.

audio conference monitor user guideconferencecenter.uc.att.com/gac/ibm/download.ashx?f=ecm user...

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