getting started using at&ttm connectconferencecenter.uc.att.com/gac/statestreet... ·...

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Getting Started Using AT&TTM Connect

State StreetExecutive Administrators

2011

*Each AT&T Connect product may be slightly different based on features purchased and IT System level administration

After this course, we want you to be able to schedule and manage your events, share content and fully utilize AT&T Connect to ensure successful events.

Course Goal

Agenda

Welcome

Intro to AT&T Connect Software Components

• Participant Application/myAT&T

• Outlook Add-in/MS Communicator

• AT&T Connect Mobile

• Web Client

Event Entry Process and Audio

• Binding your phone and computer

Managing the Event

• Toolbar operations

Sharing Content

• Materials Tab

• Application Sharing

• Web Tour

Other Information

Participant Application / myAT&T

myAT&T – Activation

After receiving your Teleconference Reservation-less Registration Confirmation email, the myAT&T application can be activated from the Activate link

After activating your account, the desktop app icon displays in the system tray

myAT&T – Desktop Launch Pad

The launch pad provides quick access to your meeting room

Meet Now allows you to:

• Invite others in to your meeting room

• Copy the meeting room address to forward

• Join other conferences

Schedule a conference in your calendar program:

• Launches your calendar program to schedule an event or teleconference

Track Conferences

Provides historical data for your events

• View all your Web conferences

• Access a list of participants• View past event recordings

Note: Recordings can be converted to MP4 using the AT&T Connect Recording Converter Utility

The Track Conferences Window

Conference details • Conference name • Date and time • Duration

Participant list• Names and email

addresses of all joined by computer and mobile phone

Recordings• Play• Send to participants• Send link to others• Delete

Agenda

MS Outlook Add-in

Office Communicator

Agenda

MS Outlook Add-in

The add-in for Microsoft Outlook is used to create online, scheduled events on the AT&T Connect service, similar to scheduling a standard appointment from your calendar.

This is the most intuitive way to schedule online AT&T Connect events.

Office Communicator

Access Conferencing directly from Office Communicator. After Office Communicator add-in is installed, you‟ll receive an enrollment email – click the link to activate your AT&T Connect application and AT&T Connect accounts.

Delegation Rights

In Calendar view:

a) right-click the Calendar header bar

b)select Properties to open the Calendar Properties window

c) click the Permissions tab.

To allow work with AT&T Connect conferences in Delegate Access or Shared

Calendar mode, the manager must perform the following:

Delegation Rights

-or-

From the main menu:

1. select Options from the

Tools tab

2. click the Delegates tab

3. add or select the user

to whom permissions

are to be granted (such

as an assistant).

Delegation Rights

Assign permission levels to the delegate.

To work with the AT&T Conferencing

Outlook Add-in, you must set one of the

following permission levels when sharing

a calendar between you and the other

user, or when delegating access to

another:

Owner

Editor

Author

Publishing Author

Publishing Editor

Important: When scheduling a meeting in someone else’s calendar using delegation, Outlook

will ask whether you wish to add the meeting to your calendar. You must choose No. For the

meeting to be properly displayed in your calendar, add yourself as a regular recipient to the

meeting while scheduling or updating it.

Account Settings

• Account Settings displays the AT&T Connect address

• Address populates with account activation

• AT&T Voice only Conference information must be manually populated

Opening an Outlook Request

Choose one of the following ways to open an invitation

• In the main window, click on AT&T Conference

• Select Web Conference or Voice - Only

• From the calendar view click right into the date and time

• Voice-Only shows if phone information has been populated under account settings

The Invitation

The email template displays

• Add address(s)

• Subject

• Date and time

• Add a message (optional)

• Click Send

• Joining instructions populate in the body of the email after invitation is sent

Opening a Recurring Series

In Calendar view:

• Select Actions• Select AT&T Connect Web

Conference• Set the recurrence pattern

A new Outlook window opens for sending your AT&T Connect event request.

Converting a Scheduled Meeting

into a Web Conference

Note: A single AT&T Connect Web conference that has already been sent to participants cannot be changed into a recurring series.

• Open the meeting you wish to convert to an AT&T Meeting

• In the meeting request, click on the Make this an AT&T Conference button in the ribbon bar

• When two types of accounts are set up, you will need to select AT&T Connect Web Conference in the sub-menu

Getting Invited to Conferences Initiated

by Others

• Other users who have the Outlook Add-in can invite you to AT&T Connect Web conferences which they initiate

• The invitation appears in your Outlook Inbox and Calendar views

• You can choose to accept, reject, or propose a new time for the conference in the same way you do for regular Outlook meetings

To join an event:

• Select Join Event Now on the ribbon

• Click on the link in the email

To join a teleconference only:

• Dial number on email or…

• Select Dial in instructions on the ribbon

Joining an Event

This add-in allows you to launch and join AT&T Connect conferences from within the Microsoft Office Communicator desktop application

Meet Now• Invite contacts• Select one or more contacts• Right-Click to access options

Invite to Voice onlyIn a Conversation window:• Click the AT&T icon on the toolbar

to invite all conversation participants

• Select from the Participant List and right click to invite only selected participants

• The link to join the voice conference only is sent as an instant chat

MS Communicator

Schedule a Meeting

• Select invitees

• Set date and time of conference, invite

others, and send invitation.

• Joining links are added when the

invitation is sent

Agenda

Best Practices:

Specific tools for your manager(s)

• Utilize the recording tool when a meeting can not be attended by all necessary participants

• Recording can be replayed at a later date to bring everyone up to speed

• Advise the entire meeting if/when/prior to the meeting that its being recorded

• Rename the Meeting and Recording to allow for easier retrieval later on


Event Entry Process

Selecting AT&T Connect Software

When joining an event, participants choose the type of software they will use to connect to the event

• The Participant Application is required for Presenters

• Participants joining with the Web Participant Application have some feature limitations

Joining the Audio

Upon entering the event, participants connect to the audio conference by dialing in

If already called in choose Dial in/Already connected by phone to link your phone with your PC

Host Joins the Audio

1. Upon entering the event, the Host calls phone number to join the audio conference

2. Enters the access code and host password

3. If already dialed in, the host keys in #XXX# to bind web and phone connection

Participants Link Phone with Computer

Upon entering the event, participants follow the telephone connection instructions

• Dial the toll-free #

• Global numbers may be included

• Enter the access code

• Dial the code to link pc with telephone

Managing the Event

Raise Hand (Emoticons)

Send Note –(Public or private)

Step Out - Signals that you are temporarily unavailable

Whiteboard - Expands „Whiteboard‟ when in „App Share‟

Mute - Individual On and Off or *6 on/off on telephone keypad

Annotation Toolkit - Tools for drawing. When allowed by the presenter

The Tool Bar

= may be disabled during event

Exploring the Event Menu

Event menu has vital features for managing your event

• Invite Others by Email

• Continue Without Host allows the event to continue without the Host present

• Lock Event adds additional security

• Edit Event Name Ideal for identifying events in the track conferences list on myAT&T

• Recording requires editing the name

Note: If using Continue Without Host, Host must make someone else the Presenter before exiting the event

Event Settings on the Event Menu

Event settings can be changed anytime during an event but will revert back to default when the event has ended

• Settings pertain to all attendees and control interaction

• Host and current Presenter have access anytime

Note: Some settings may not be configurable due to company policy

Allow participants to use video

Allow voice-over-computer

The Participant Icons

Connected by computer no audio

Connected by phone and computer

Connected by phone only, cannot see Whiteboard or other content

Connected with the Web Participant application

No audio device

Speaking

Audio line is muted - Host and Presenter can view the mute state of others

Raise hand/request to speak

Participant audio line is muted and locked

Participant has remote control of the shared application

Participant is using a Smartphone

Content in Transit

Managing All Participants

The Participant button

1. Communicate information to all participants at one time

2. Mute and un-mute all audio lines simultaneously

3. *Start a one-way broadcast (mutes all lines & attendees can not un-mute)

4. Invite others to join the event in progress

5. Clear raised hands, emoticons, and poll results

6. Sort Participants A-Z

Individual Control of Participants

Host and Presenter right click on a name to:

• Send a Private Note

• * Give Presenting Rights

• Start Over the Shoulder to All

• Mute one line

• Rename an audio only participant or „Guest‟

• Link a Users Phone with their Computer

• Expel a participant from the event

Sharing Content

Copyright © 2008 AT&T. All rights Reserved.

Inserting Materials into the Material Pane

The following types of files can be inserted into the materials pane (files are view only):

.ppt, .pdf, .doc, picture files

To insert a file:

1. Click on Insert

2. Navigate to the file, highlight and click open or double click

3. Limit each file to 10MB

If informed of illegal characters in a file name, &-{@]%$ when inserting a file, rename the file

in the space provided and click Save

Displaying Materials on the Whiteboard

Files insert under the Event Materials folder

• Click the + to expand the file and view all slides in the deck (or pages in the document)

• Presenters only – Advance slides by clicking on each slide or navigate with arrows

Note: All participants may insert files by default but only the current Presenter has ability to show them on the whiteboard

Sharing an Application

Use Application/Desktop sharing to demonstrate, edit, train or collaborate on a live application

• App Sharing tab displays on current Presenter‟s meeting window only

• All currently running applications are listed

• Desktop shares all windows currently running

• To share more than 1 application at a time, hold Ctrl key while making selection

• Double click on application or highlight and click Start Sharing

Presenter Manages Event from the

Dashboard

Presenter’s View: Returning to the

Participant Application

Jill Jackson

Conducting a Web Tour

To visit a web page Presenter types in an address, and clicks Go

• Web page displays in whiteboard

• Allow annotations activates drawing tools

• Follow links when clicked makes links „live‟ for independent „surfing‟

• Presenter‟s clicks override all

• Directional arrows keeps Presenter‟s clicks in history

land

Note: To view restricted or intranet sites, use application share>desktop

www.statestreet.com

Method of Sharing

Why/ When Audience Interaction

Do’s Don’ts

MaterialsTab

• To show content from a Word Document, PPT, PDF and/or picture file inside the content viewer.

• Limited presentation types

Low - Med

• Bring in all materials prior to the meeting.

• Use mute or broadcast to ensure quiet

• Attendee annotations can be distracting, be sure to turn it off if you don‟t want them doodling

Application Sharing

• Demonstrate Software/Apps “live”

• Great for interactions/ sharing of presenting rights

• Collaboration

Med- High

• Use for internal training or external collaboration with customers

• Sharing your Desktop or an application can allow others to see more than you want them to …plan ahead

Web

• Web-based applications

• Demonstrate content on a web site

• Deliver and drop-off users to browse target site independently

Low - High

• Make sure if you have an intranet you clear the firewalls with your IT department

• Don‟t assume invitees will be able to follow you click thru your intranet without prior approval

Recommending the Appropriate Sharing

**(See Best Practice – Sharing Content for more details)

Recording on the Server

Server Side Recording

To start or pause and resume a recording go to the Recording Menu

• Click on Start/Resume

• The event Status box indicates recording is taking place• An audio alert is heard by all

Note: Audio and Web (everything on the whiteboard) are recorded as one file

Saved Server Side Recordings

To access the recording after the event

1. Go to myAT&T Track Conferences

2. Select the conference

Note: The recording stops when the event closes

Agenda

Best Practices:

Preparing Your Manager


• Provide your manager with a cheat sheet of basic tool bar features,

and participant icons to enhance their use and understanding of the

tools (specifically: annotation tools, notes, how to make someone a

presenter, and mute/unmute)

• Determine which sharing method will best meet your manager’s

needs based on desired end result of the meeting and size of the

meeting such as presentation for larger group or app share for

smaller groups

• Provide your manager with a list of participants after the meeting. If

a recording was taken, provide the link to your manager for review

as well as to the necessary participants.

Summary and Next Steps

Summary

Options for myATT

• Meet now• Schedule an event• Track conferences

Event settings

• Turn off annotation tools• Turn off raise hand• Turn off notes

Methods of sharing content

• Materials • App sharing• Web Tour

Optional services

• Recording

Action Checklist for AT&T Connect Meeting X Comment?

Is the participant application downloaded to the host/presenters computer?

Email Invite Sent (Including URL, Meeting credentials)?

Advise invitees of where to download the Participant Application ahead of time to ensure quick loading

Enter meeting room at least 15 minutes before scheduled meeting start

Visit the “Event Settings” menu option to choose the appropriate settings for each meeting (annotations, notes, privileges)

If using “Continue without Host,” make sure that the host assigns a new host before leaving the meeting

Insert all necessary presentation materials to be used during the meeting prior to entrance of attendees

Open all necessary applications to be used during the meeting prior to entrance of attendees

Close all unnecessary applications, chats, etc

Assist all incoming participants in binding their phones with their computers, or manually bind their phones for them

Record the meeting when required

Obtain access to “Track Conferences and Recordings” and provide your manager with appropriate analysis and data after completion of the meeting

AT&T Connect® Mobile for BlackBerry®

Blackberry Mobility

• Attend AT&T Connect conferences as a participant

• View the participant list • Exchange notes with other participants • Share emoticons • See who is speaking • See which participants are raising their

hands • Invite others by email

• Give/take presenting rights • Mute all/unmute all participants • Invite others by phone • Lock/unlock the conference • Mute/unmute a participant • Mute and lock/unmute and unlock a

participant • Rename a participant • Expel a participant • End the conference

View Whiteboard

• View inserted materials, shared application, web tour, shared polls, annotations

• Zoom and pan

• Save whiteboard content

• Supports portrait and landscape.

NOTE: The ability to view whiteboard content is available to all BlackBerry users with OS5.0 and above. Save Whiteboard Content is available on all whiteboard content types except for a web tour and shared polls. Shared polls are available only on OS6.0 and not on OS5.0

Host: Participant:

Supported Devices

Supported devices: • BlackBerry Bold™ 9000 OS 4.6 and OS 5.0 • BlackBerry Bold™ 9700 OS 5.0 and OS 6.0 • BlackBerry Bold™ 9650 OS 5.0 and OS 6.0 • BlackBerry Bold™ 9780 OS 6.0 • BlackBerry Tour™ 9630 OS 4.7.1 and OS 5.0 • BlackBerry Curve™ 8900 OS 4.6.1 • BlackBerry Torch™ 9800 OS 6.0

• Active 3G GSM cellular network or WiFi

connection.

First Time Users

• Accept the End User License Agreement

• Enter profile information

Joining a Conference

• Click on link in email

• Dial the location nearest you

• Once audio is connected, you are prompted to switch back to the AT&T Connect application

• Click Yes

Entering my Meeting Room

• Open the BlackBerry® Calendar application

• Locate and open the AT&T Connect meeting

• As a host, you can start an AT&T Connect conference directly from your BlackBerry

• From the Home screen, click Enter my Meeting Room

Joining a Conference from the Calendar

Continuing Education…

Register for additional training or view feature specific Self-Paced tutorials at http://attwebtrain.123attend.com

Additional courses are available as Just The Facts documentation, Self Paced Modules and Instructor Led Training.

Courses include:

• Advanced Tools

• Best Practices for: Large Audiences, Training, Administrators, and Sharing Content

State Street Help Desk Conferencing Support

Audio Conference Issue During an active conference, Host and participants may summon a specialist by pressing *0 (zero)

Who to contact for support?

AT&T Connect Software Desktop Issue

Contact the State Street Service Desk at

http://support.statestr.com/

Where to find conferencing support information?Self help support information will be posted to the State Street Service Desk solution center at: http://conferencecenter.uc.att.com/gac/StateStreetConferencing/Page1.aspx



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