MACQUARIE TELECOM MEETING CENTRE

Step-by-Step User Guide

CONFERENCING & COLLABORATION SOLUTIONS DESIGNED FOR THE GLOBAL ENTERPRISE

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Set UpDownload and InstallationSet Up for Instant Messenger Integration

Schedule & Start MeetingsVia Microsoft OutlookVia Lotus NotesVia Macquarie Telecom Meeting CentreDesktop Icon

Voice Management FeaturesDial Out to ParticipantsConference SecurityMute/Unmute Participants

Showing a PowerPoint Presentation

Share an Application/Desktop

Enhanced FeaturesSurveys/Quizzes/PollsReportsDesktop VideoArchiving

Steps to Start/Join a Voice Meeting

Voice Commands & Key Features

VOICE CONFERENCING

WEB CONFERENCING

CONTENTS

Start a meeting using your Outlook or LotusNotes Calendar or the Macquarie Telecom Meeting Centre Desktop Icon. It’s never been easier! Just follow the simple instructionsbelow and you are on the way to your firstmultimedia conferencing experience.

Note: Before proceeding with the following steps, pleaseensure that you have administrator rights to perform thedownload and installation.

1- Download Macquarie Telecom Meeting Centre

Click on

2- Once the download prompt appears, clickRun. Simply click Next on the subsequentscreen prompts.

3- Select

and click Next.

Enter your Meeting Number and Pin in thefields shown on the right and click Next.Note: No asterisks keys are required for web login

4- Upon completion of download, check Signin to Meeting Center and click Finish.

5- Soon, you will see a Macquarie Telecom Meeting Centre Desktop Icon in your system tray. You have successfully installed MeetingCenter.

via https://ssl.conferencing.com/graphics/macquarietelecom/go.htm

DOWNLOADAND INSTALLATION

SET UP

Quickly invite participants to your meetingusing Instant Messenger! Macquarie TelecomMeeting Centre is fully integrated with a variety of Instant Messaging programs.

1- Once you have installed Macquarie Telecom Meeting Centre, click on the Desktop Icon in your taskbar and select Start Meeting.

2- Click on the Meeting menu and selectMeeting Options.

3- Click on the Instant Messenger icon.

Simply click the corresponding check boxesto integrate with Windows LiveMessenger and/or Microsoft OfficeCommunicator.

To integrate with Lotus Sametime, checkthe corresponding box and enter Host Name,Communication Port, User ID and Password.Click OK to save setting.

Note: Your Instant Messenger program must be runningwhile performing the instructions above and to sendinvites to your Macquarie Telecom Meeting Centre participants.

SET UP FOR INSTANT MESSENGER INTEGRATION

SET UP

Open an appointment time in your Lotus Notes Calendar, then click on the Meeting Centerbutton and the meeting access information will appear in the body of the appointment.

Your Lotus meeting reminder will be automatically populated with links for the Moderator andthe Participants.

To access the meeting, the Moderator and Participants click on their respective links and will beprompted to enter their telephone numbers to be automatically dialed.

The Macquarie Telecom Meeting Centre then dials out to both the Moderator and Participiants to begin the meeting. It’s that simple!

VIA LOTUS NOTES

SCHEDULE & START MEETINGS

1- To start an Ad Hoc meeting, click on theMacquarie Telecom Meeting Centre Desktop Icon located in your taskbar and select StartMeeting.

2- Select how you would like to join the voiceportion of your meeting in the first QuickStart menu and click Continue.

3- Select what you would like to do first whenyour meeting starts (i.e. Show Presentation,Share Application, etc.) in the secondQuick Start menu and click OK.

1- To join a meeting, click on the Macquarie Telecom Meeting Centre Desktop Iconlocated in your taskbar and select Join

2- Enter the Moderator’s Meeting Number andclick Join Meeting as Participant.

3- You may also join a meeting via an emailinvitation by clicking the JOIN meeting link.

4- Select how you would like to join the voiceportion of your meeting in the Quick Startmenu and click Continue.

MODERATOR PARTICIPANTS

SCHEDULE & START MEETINGS VIA THE MACQUARIE TELECOM MEETING CENTRE DESKTOP ICON

Meeting

Click the button and a Dial Participantwindow will appear. Enter the name andnumber of the party to call and click Dial.(Ensure that there is no space or invalidcharacters between the numbers).

You can also choose from your Address BookContact List by clicking on the Address Book >>button.

Add further security to your meeting by closingthe meeting room door. Once the meetingroom door is closed, the moderator can screenparticipants via the waiting room then providethem access to the meeting one at a time.

You will be notified of an incoming participantby the Desktop Icon prompt.

You can Accept, Reject or Greet an incomingparticipant by either:

1- Clicking on the corresponding link in theDesktop Icon prompt.

2- Right click on the incoming participant’snumber/name.

To mute/unmute a participant, simply click

on the Speaker icon next to theparticipant’s name.

To mute/unmute all participants, click on

The Active Speaker icon next to eachparticipant’s (or moderator’s) name indicates:

Person is speaking (or may indicatebackground noise coming from this line)

Person is muted

MUTE/UNMUTE PARTICIPANTS

CONFERENCE SECURITY

DIAL OUT TO PARTICIPANTS

VOICE MANAGEMENT

1- Click on your Desktop Icon and selectEnter Conference Manager.

2- At the Conference Manager page, clickand select

3- At the Presentation upload page, click

4- Check Convert slides to images if you areusing PowerPoint 2007.

Browse and select the file you want toupload, enter file name and click

Note: Uploading might take some time depending onthe file size.

Click on the Desktop Icon and select StartMeeting. A Quick Start menu will appear.

1- Select Show a Presentation.

2- Select the presentation you want to showand click Continue.

Note: You can also upload a Presentation file here.Simply click on Browse and select the file you wish toupload.

In the Show menu, click Presentation andselect the file from the drop-down list.

If your Presentation Slide does not appear, clickRefresh under the drop-down menu.

Note: You can also upload a Presentation file here.Simply click on Browse and select the file you wish toupload.

SHOW POWERPOINTPRESENTATION

(DURING THE MEETING)

PREPARING TO SHOWPOWERPOINT PRESENTATION

(BEFORE THE MEETING)

UPLOAD POWERPOINTPRESENTATION FILES

(BEFORE THE MEETING)

SHOWING A POWERPOINT PRESENTATION

Click on the Macquarie Telecom Meeting Centre Desktop Icon and select Start Meeting. A Quick Start menu will appear.

Share an Application1- Select Share a File or Application on the

Quick Start Menu. 2- All applications currently open will be listed.

If the application you want to share is notlisted, click Browse and select the file.

3- Check on the application(s) you wish toshare and click Continue.

4- Maximize the application on your screen.

Share Entire DesktopSelect Share my Entire Desktop on the QuickStart menu, and click Continue.

Note: Everything on your screen will be visible to yourparticipants.

Share an Application1- Click on File or Application in the Show

panel.

2- All applications currently open will be listed.If the application you want to share is notlisted, click Browse and select the file.

3- Check on the application(s) you wish toshare and click Continue.

4- Maximize the application on your screen.

Share Entire DesktopSelect Share my Entire Desktop in the Showpanel, and click Continue.

Note: Everything on your screen will be visible to yourparticipants.

Grant Control to ParticipantRight click on the name of the participant forwhom you wish to grant control and selectGrant Control of Desktop / Application.The participant will receive a notification totake control by clicking on his/her mouse.

To Revoke Control from ParticipantTo revoke control from participant at anytime,simply click on your mouse.

GRANTING CONTROL TO PARTICIPANTS

SHARE APPLICATION / DESKTOP

(DURING THE MEETING)

PREPARING TO SHAREAPPLICATION / DESKTOP

(BEFORE THE MEETING)

SHARE AN APPLICATION / DESKTOP

1- Click on the Meeting menu at the top ofthe meeting interface and select RecordArchive.

2- Click Record. The recording session will beginafter you hear the voice prompt “This sessionwill now be recorded,” followed by a beep.

3- Click Stop to end recording.4- Retrieve your Archive in Conference Manager.

ARCHIVING

ENHANCED FEATURES

Global Access Method

Moderator1- Dial the Access Number.2- At the prompt, enter: Meeting Number 3- At the next prompt, enter: Moderator PIN

Participants1- Dial the Access Number.2- At the prompt, enter: Meeting Number

Direct Dial In Method

Moderator1- Dial your Meeting Number.2- At the prompt, enter: Moderator PIN

Participants1- Dial your Meeting Number only.

Moderator EntryPIN Moderator enters the meeting room

Conference Security CodePIN 70 Enable/Disable Conference Security Code upon Moderator entry (per call)70 Enable/Disable Conference Security Code during meeting (per call)4XXXX Create/Modify Conference Security Code4 Delete Conference Security Code

Connect/Disconnect Participants2 Disconnect last entered participant3 Redial last number9 Disconnect all participants and close the Voice Conference

Lecture Mode50 Activates/Deactivates Listen Only (Mute) with Q&A51 Mute/Un-Mute all participants52 Mutes/Un-Mutes all partcipants. Allows partcipants to unmute themselves via 6

Participant requests to speak in conference (in Listen Only with Q&A mode)5 Allow next participant with question to speak

Record/Replay17 Start/Stop Recording 18 Start/Stop Replay

Roll Call/Participant Name Capture73 Deactivate / Activate Participant Entry and Exit Announcement74 Activate/Deactivate Roll Call/Name Capture (per call)78 Prompts participants who entered meeting prior to 74 activation to record names.007 Plays number of participants in conference. If Roll Call is enabled, plays name of each

participant and number in conference.Other Useful Commands

1 Allow participants into meeting one by one from waiting or greeting room6 Self-Mute/Un-Mute (Moderator and Participant)7 Close/Open the meeting room door10 Connect/Disconnect call to Helpdesk

VOICE CONFERENCING

STEPS TO START/JOIN A VOICE CONFERENCING

VOICE COMMANDS AND KEY FEATURES

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MACQUARIE TELECOM MEETING CENTRE

Customer Service & Technical Support

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.com Helpdesk support during meeting (moderators only):

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Customer Support:1800 789 998conferencebookings@macquarietelecom.com

Replay Number:1800 50 17 06

www.macquarietelecom.com

Macquarie Telecom Pty LtdLevel 20, 2 Market StreetSydney 2000