Holding a Voice Conference

What you will need

• Your Chairperson Pin
• Your Participant Pin
• The Phone Number to dial: 02 9037 2747 (or a relevant Access Number)

What to tell the Participants

• The time they should join the call
• The Phone Number to dial: 02 9037 2747 (or a relevant Access Number)
• The Participant Pin

Making the Call

1. At the agreed Start Time dial the Phone Number: 02 9037 2747 (or a relevant Access Number)
2. You will be asked for your PIN number and then your name. As the Chairperson, you should enter your Chairperson Pin ; all other Participants should use the Participant Pin .
3. If you are the first person to arrive on the conference call you will hear music. As others arrive on the call you will hear them being announced. The Conference call will only start when the Chairperson is present. When every one is ready you can start talking!

In-Conference Controls

During a conference the following control keys are available:

Head Count

#1 allows you to review the number of people on the conference call.

Roll Call

#2 initiates a roll call. It replays all the names which were recorded when the callers arrive in the conference.

Mute

6 will mute and un-mute your handset whilst in a conference. To Mute all your participants, press ##. To un-mute them all, press ## again.

Recording a Conference

The Conference recording key is #8. Press #8 whilst in the conference and recording will begin. (You will be asked to confirm the recording by pressing 1) To stop the recording, simply press #8 again. (You will be asked to confirm the ending the recording by pressing 1) To retrieve the recording, log in and look in "My Recordings" under the PIN you used to record the conference.

Locking a Conference

3 will lock and unlock a conference. Locking a conference call prevents anyone else from joining the conference call.

Private Roll Call

Pressing #7 allows only the Chairperson to hear who is on the conference.

Private Head Count

Pressing #9 allows only the Chairperson to hear how many people are on your conference.

Ending a Conference

When you have finished your conference call, simply hang up. As each person hangs up you will hear their name announced. When the last person hangs up, the conference call ends.

 

Holding a Web Conference

What you will need

• Your Chairperson Pin
• Your Participant Pin
• A Computer with Internet Access
• A Computer that will allow you to download executables (.exe files)

Notes for the Chairperson

• The Chairperson uses the Chairperson Pin to enter the Web Conference.
  All other Participants should use the Participant Pin
• As Chairperson, you start in show mode, i.e. Participants see the content of your screen.
• A Chairperson is required before the Web Conference can start
• There can only be one Chairperson per Web Conference

Joining the Web Conference

1. Go to ScreenShow
   
2. Enter the Participant Pin , or if you are the Chairperson enter the Chairperson Pin 
3. Enter the Name you would like displayed (6 characters or more)
4. Enter your E-mail address
5. Click on "Log In"
   
6. Click on "Start Session"
7. The Website will send you a File which you will need to save to your Computer and then run, to enter the Web Conference.

Chairperson Controls

Once a Session has been started, on the right-hand side of the screen you will see the mini-panel with the various trays that can be opened and closed.

Session Tray

In the Session tray you will find the main information about the session and you can...

	lock the session to further Participants, or open it again.
	monitor the status of screen transfer to the Participants (grey/striped - incomplete/reduced colour depth).
	select whose screen is to be displayed, either your own or a Participant's (after confirmation by the Participant only).
	exclude Participant from the session.

Once the display rights have been transferred to another Participant, you can see the content of their screen in the red framed window. Within the window you can either use the pointer (without remote control) or the Participant can hand over remote control to you. With remote control you have access to the approved applications and you can control the Participant's mouse cursor

Notice: Pressing the F11 key immediately revokes remote control from the selected participant.

Application selection

Define which applications and screen elements are to be displayed to the participants while in show mode.

Monitor

Check the screen transfer to the participants. Use the context menu (right-click on the Monitor tray) to set the transferred colour depth and thus the transfer speed and quality.

White board

Activate the White board function so that you can jointly draw on the screen. There are different colours for each participant.

The control panel can be hidden or displayed again by clicking on the clip on its side.

Participant Controls

Participants start the conference in watch mode, i.e. you see a red-framed window containing the content of the Chairperson's or another Participant's screen.

Within the window you can either use the pointer (without remote control) or the moderator can hand over remote control to you. With remote control you have access to the approved applications and control the session partner's mouse cursor.

On the right of the screen you can see the clip. Click on the clip to open the control panel and access the functions.

Session Tray

In the Session tray you will find the main information about the session and you can...

	the status of screen transfer to the Participants (grey/striped - incomplete/reduced colour depth).
	select whose screen is to be displayed, either your own or a Participant's (after confirmation by the Participant only).
	exclude Participant from the session.

The rights for displaying one's screen and remote control are granted exclusively by the Chairperson.

Application selection

Define which applications and screen elements are to be displayed to the session partners while in show mode.

Monitor

Check the screen transfer to the session partners. Use the context menu (right-click on the Monitor tray) to set the transferred colour depth and thus the transfer speed and quality.

White board

Activate the White board function so that you can jointly draw on the screen. There are different colours for each Participant.

Before your screen is displayed to the others, you will initially be queried. Your screen content is only transferred after you have expressly agreed to this. You decide upon the content to be displayed with the Application selection. If you have granted remote control to a session partner, you can revoke this at any time with a simple press on the F11 key.

Ending the Session

To exit a session, click on the control panel's Close-button or close the allconferencecalls - Screen Show task in the Windows task bar.