Global Crossing Ready-Access User Guide
Contents
1. Edit Highlight the contact whose information you want to edit and select the Edit command Delete Highlight the contact whose information you want to delete and select the Delete command Add Highlight the contact you want to add to the Dial Participant list You can highlight up to 20 participants and then select Add to simultaneously add them all to the list Remove Highlight the contact you want to delete from the Dial Participant list and select the Delete command Dial Dials out to the selected participant Dial All Dials out simultaneously to all of the participants included in the Dial Participant list Return to Table of Contents ACCOUNT OPTIONS The Chairperson can change their Account Options by selecting Options from the Audio Control screen You have the option of changing features for the current call or for future calls Figure 17 The Chairperson can change these settings as often as they like Conference Options n Entry Announcement Tone future conferences Silent Name record current amp future conferences Save settings for future conferences Quick Start future conferences only L Auto Conference Continuation Entry Announcement Select Tones Silent or Name Announce If tones are selected a tone will sound each time a participant joins or leaves the confere2. Delete To delete the selected archive recording select Delete The recording will be permanently deleted from the system You will be asked to confirm the deletion Help Provides general help information Logout Select Logout to exit Manage Recordings You will be returned to the login screen Return to Table of Contents AUDIO CONTROLS Global Crossing Web Meeting includes integrated online Ready Access conference control This provides all the tools you need to maintain security add participants mute lines and manage a successful meeting To access the Audio Controls screen Figure 11 select the Audio Controls tab located in the upper left corner of the Conference Controls screen You can visually monitor status of lines in the audio conference identify participants and type in their names You can mute a participant by checking the box in the Mute far right column The Ready Access conference command buttons are located below the list of audio lines in conference Global Crossing Conference Controls AR Participants a m e m X Pe d Web 1 Hands Raised 0 BF prs A Chairperson Presenter Seen Meeting Stop Recording Share Desktop Share Pplications Grant Control Invite Others Options Help Global Crossing Audio 2 ew Chairperson ew Recorder Recording Anyone Anywhere Anytime Global Crossing Disable Cha
3. Global Crossing Think Ahead Global Crossing Ready Access User Guide Revised November 2011 TABLE OF CONTENTS This User Guide will assist you with understanding the features and functionality available for Ready Access and Web Meeting TER IVIINGE OGY cerrara EA E A E cuderaanetd A tions 3 SETTING UP A CONFERENCE CALL audio only sssssssssssssssssssssssssssssssssssssssssssssssssssssssessssesssesessessessseeeesssss 4 READY ACCESS ACCOUNT OP HON oirra rren A E A AE 4 READY ACCESS CONTROLS AND COMMANDS nssseesneesnnsssnsssssssssssssssrsssssrssssssrerssressressreressessrereseresreesrererereses 4 HELPFUL RINTS FOR USING READY ACCESS isrerirpiinirerin E inip ER e EEEE AEN conaueenananaeaes 5 KEEPING YOUR CONFERENCE SECURE scrrrrisrrirsr insana NET 6 SETTING UP A CONFERENCE CALL audio and web ssssssssssssssssssssssssssssssssssssssssnssessssssesssenesnnessrssessessss 6 LOGIN TO GLOBAL CROSSING WEB WEBRING scsemiciaiastrerentinrtiensineneenas ESEA 7 CHAIRPERSON CONFERENCE CENTER CONTROL wssctsicnsacutarenascedshindntescensnantaadectaress taustesdvaecenad ia aenesutareaesctleas 9 SHARE DESKTOP APPLICATIONS DURING A GLOBAL CROSSING WEB CONFERENCE eee eeeeeee noes 12 SHOW SLIDE PRESENTATIONS DURING A GLOBAL CROSSING WEB CONFERENCE 0 eeeeeeeeeeeeeeeeeeeees 12 READYACC CESS RECORD Seren ee TT en a ee ee te ee ee eer rr te err 13 ACCESSING READY ACCESS ARCKIW E aicstscctcnsetviezensccrinvssicientsanceiaene
4. Global Crossing Web Meeting Conference Control screen from www globalcrossing com conferencing See Quick Links section on right side of screen under Web Meeting At the Conference Center login screen enter your Ready Access phone number 7 digit access code and Chairperson passcode and click Login button Select Manage Recordings from menu box on left side of screen Figure 9 Global Crossing Global Crossing Conference Center Technical Support Logout Total Recordings 4 lt lt first 1 4 last gt gt Manage Recordings Duration Playbacks Aug 26 2011 8 57 31 AM 00 00 11 Aug 26 2011 8 55 35 AM 00 00 11 Recordings Manage Contacts Jul 27 2011 11 21 29 AM 00 01 33 Jul 27 2011 11 05 07 AM 00 02 44 All times are Mountain time zone UTC 0600 Return to Table of Contents MANAGE RECORDING TOOLS Previously recorded conferences will be stored in the Manage Recordings section of the Global Crossing Web Meeting Conference Center for future use This list includes the title of each archive the date and time it was recorded and a file ID number In addition there are some report settings that you can turn on or off These include the following columns Registration By default this feature setting is ON for a new recording When Registration is ON a viewer is asked to enter their name company name phone number and email address when they access the recording for online playback The system request
5. There is no charge for the download PODCAST FEEDS AND SUBSCRIPTION PAGE These features allow you to customize your feed settings and facilitates the feed publishing process to your subscribers on a regular basis Once you have customized your podcast you can publish it by clicking the Publish Podcast checkbox to generate the URL to your subscription page You can distribute the link to this page to potential subscribers It will walk them through the subscription process Your subscribers can subscribe to 1 Audio amp Visual Podcast Feed Your subscribers can use this option to play your podcast episodes in iTunes video capable iPods and other portable music players that support video 2 Audio Only Podcast Feed Your subscribers can use this option to play your podcast episodes on iPods and other music players that do not support video 3 Online Audio amp Video Playback Your subscribers can use this option to play your podcast episodes in a web based feed reader ADD RECORDINGS TO YOUR PODCAST FEED Both audio only and audio and web recordings can be added to your podcast feed To add recordings Return to Table of Contents 1 2 3 Click Manage Recordings in the Conference Center under Ready Access Web Meeting Tools Locate the recording you want to add to your podcast feed and click the Podcast checkbox An information pop up titled Podcast Options will appear Fill in the basic informa
6. a Ky Share Desktop Share Applications Grant Control Invite Others x Web 1 Hands Raised 0 Chairperson Presenter A Start Meeting Options gt button to begin your web conference Click the Start Meeting OR Dial Are Enter 6180785 Phonebook O L chat a amarna Sel i i O x Q H Markup Tools oe E ogi ie InsertSlides InsertPoll Delete Previous Next een gt p Y G When a Web Conference is started if Slide Presentation is on participants will see the Global Crossing Web Meeting slide that will appear by default in the slide window on the right side of the Conference Control Screen If Desktop Presentation is on participants will see the left side of the Chairperson s desktop content instead Conference Control Screen and the of the Global Crossing Web Meeting slide They will not see the participant list unless you select the Show Web Participants button Figure 6 Global Crossing Conference Controls Wek Hands Raised 0 Chairperson Presenter AndyM me Ta O Stop Meeting Share Desktop Share Applications Grant Control Invite Others h Options Help How to Begin Your Meeting or Event insert Slides before the conference so Invite People to Your Meeting Directparticipantsto www globaicrossing comvconferencing s Phone and ask fem to enter your Acces Number and Ac
7. enter your 7 digit access code followed by your Chairperson passcode press to change account options and then just follow the voice prompts These options can be changed as often as you like READY ACCESS CONTROLS AND COMMANDS As the conference Chairperson you can control the access to your conference as well as who can speak or just listen To keep your conference well organized the following commands are available to you at any time during the conference They can be activated through the touch tone phone that you used to initiate the conference or through your computer via Global Crossing Web Meeting Return to Table of Contents CHAIRPERSON COMMANDS AND FEATURES Command Feature oja ajo Qjo omn Li omn ojo Djo o0 ojo PARTICIPANT OPTIONS AND COMMANDS Dial out to a participant o l Join naw participant to the oon Ps Participants can choose from these commands dunng the conference Join new participant and dial another participant Command Feature Disconnect line and rejoin conference on Mute line Disconnect Ene and ciel another participant oH Unmute line cannct override the Chairperson Record conference on off pate EE Automated roll call if activated Lock conference prevent new participants oir iii 1 Unlock conference allow new participants ojn Count participants Mute line wli Ask for operator Unmute line we List available commands Allow conference to continue after you disconnect
8. Crossing Web Meeting slide or the last slide the Chairperson showed if Slide Presentation was active prior to Desktop Presentation To start a recording in Web Meeting check the box next to Record on the Audio Control screen Figure 8 You will be asked to enter a name for the recording This name will be used to identify the recording in the Manage Recordings system When the recording starts a message will play into the audio conference that notifies participants the meeting is being recorded The Return to Table of Contents recorder will show up in the Audio Control participant list Fees apply and a new recorded file is created each time you select the Record button to initiate a recording To avoid multiple recording fees and files for a single meeting do not start and stop the recording multiple times during the conference If a Web Conference is active the current slide in the slide window will be synchronized with G Global Crossing Conference Controls DAR a aR amp Participants M E W D gt Q Web 1 Hands Raised 0 x y 7 4 z j f j Ss S j G O Chaliperson Presenter Stop Meetin ecord Meetin Share Desktop Share Applications Grant Control Invite Others Options Help cor e audio a erence Global Crossing Audio 1 sv Chairperson a Audio Controis a Anyone Anywhere Anytime LE mean A vorsean amp operator Global Crossing Listen Only Chat
9. WEB MEETING Participants may join by 1 Going to http www globalcrossing com conferencing under Quick Links under Web Meeting click on Join as a Participant and enter the Ready Access Toll free phone number and 7 digit Return to Table of Contents access code given to you by the chairperson in the participant login space provided Click Submit to enter the conference 2 You will be taken to the participant registration page You will be placed into conference and will see the chairperson s splash screen The participant interface is displayed below If you log on before the chairperson has started the conference you will be placed into the lobby EQUIPMENT SOFTWARE NEEDS Chairperson o Ready Access customers are automatically Global Crossing Web Meeting enabled which allows them to host and create meetings The Chairperson does not require any further equipment to use Global Crossing Web Meeting other than a computer high speed Internet connection and browser There is a browser plug in required to use Global Crossing Web Meetings which is downloaded automatically the first time a Chairperson starts joins a Web Meeting There is no charge for the download Participant o In order to participate in a Web Meeting the participant needs only a computer high speed Internet connection and browser There is a browser plug in required to use Web Meeting which is downloaded automatically the first time a participant joins a Web Meeting
10. view the Chat window may move behind the slide Return to Table of Contents Chat window Anytime you send a new message the Chat window will open on top of the slide window so that participants do not miss new messages The participant also has a Raise Hand button that allows them to indicate they have a question This button toggles to Lower Hand so the participant has the option to withdraw their question Figure 7 Hide Chat Raise Hand Full Screen How to Begin Your Meeting or Event Insert Slides before the conference so Invite People to Your Meeting they are ready to present Uploaded content remains in the slide viewer until See you delete it Direct participants to r i www globalcrossing com conferencing Click the Start Meeting button to begin andask themto enter your Access Phone your web conference Number and Access Code Click the Record Meeting button or instantly invite participants to join using press 2 on your phone to record your Invio Others conference Dial outto a participant through the Audio Controla To Present Slides double click on any slide in the slide viewer Scheduled Meetings If Sharing Your Desktop be sure to turn off any pop up email messages or instant message applications Sendan invitation fora scheduledmeeting from Conference Center Usethe Outlook Plug in to schedule a recurring meeting Slovo Crossing Web Meeting Se
11. Automated roll call of conference participants f activated Count the number of participants on the conference Mute all lines Unmute all lines Ask for operator List avafable commands HELPFUL HINTS FOR USING READY ACCESS The maximum number of participants that can join the conference including the Chairperson is based on your individual subscription Anyone trying to join the conference once the maximum number of participants has been reached will not be able to join Learn to use Ready Access quickly and easily with our tutorial found at www globalcrossing com conferencing under Audio Conferencing You can also find product feature updates and other news If participants dial in before the Chairperson they will be placed on music hold until the Chairperson joins the conference The Quick Start feature allows conferencing to begin without requiring the Chairperson to start the meeting This feature does override the security requirement of Chairperson Passcode entry to start the conference When the Chairperson hangs up the conference call will end To allow the conference to continue after the Chairperson leaves he or she should press 8 early in the conference in case of an inadvertent disconnection The Auto Continuation feature allows all conferences to continue after the Chairperson disconnects without any additional touch tone commands When a participant joins or leaves the conference tone is normally heard Some
12. Cancel Help Provides a file of general help information Phonebook Keeps a record of contact information See Phonebook section below for more information Options Allows the Chairperson to change Account Options for the current conference call or future conference calls See Options section below for more information Manage Recordings Allows direct access to stored recordings Return to Table of Contents PHONEBOOK The Chairperson has the ability to create a personalized phonebook Select Phonebook from the Audio Controls screen You can add a new contact edit and delete existing contacts and dial a single participant or simultaneously dial out to a 20 participant list Figure 15 Phonebook All Numbers Numbers To Dial Name Number Name Number Gary Miller Mobile 0015854896215 John Smith Mobile 0013033333333 Martha May Mobile 0014254484562 Exit Phonebook New Adds a new entry to the phonebook Figure 16 Enter the First Name Last Name Company Office Phone Home Phone Mobile Other and Email Click Save to add the new entry Note the phonebook will accept international numbers but they must have the 011 prefix do not include for U S and Caribbean numbers and should not include other international dialing code prefixes New Entry Note ou must add 011 to the beginning of ary numbers outside of United States or Canada Office Home Mobile Other
13. Ready Access subscriptions are configured to record and announce the names of participants as they enter or leave the conference When this feature is enabled a Chairperson or participant can press 9 to receive a roll call of everyone on the conference To include participants you can dial out to them after the conference has begun Press 1 and follow the prompts This is also an alternate method for connecting participants outside North America Return to Table of Contents KEEPING YOUR CONFERENCE SECURE Here are a few suggestions for maintaining the security of your conferences Change your Chairperson passcode number frequently Follow these steps o Dial your Ready Access phone number Enter your 7 digit access code Press the key Enter your current Chairperson passcode Select Option 2 o Follow the prompts to create a new Chairperson passcode 4 9 digits Assign an additional security passcode 4 9 digits to sensitive conferences Be sure to inform all participants of the security passcode before you begin the conference After you have entered your 7 digit access code at the start of your conference you will then be prompted to enter the security passcode for that conference If you enter this passcode everyone that dials into this conference must also enter the same passcode after entering the usual 7 digit access code O O O To ensure maximum security use the lock conference feature 4 to lock 5 to unlock GLOBAL CRO
14. SSING WEB MEETING ALLOWS YOU TO Manage your Ready Access meeting online using easy point and click conference commands Show slide presentations and graphics to meeting participants Share your desktop with meeting participants Record a conference audio only or include synchronized slides SETTING UP A CONFERENCE CALL audio and web 1 If this is your first Ready Access conference familiarize yourself with the controls and capabilities of the standard Ready Access conference commands Inform all participants of the date and time of the conference Give participants your Ready Access phone number and 7 digit access code If you are using the Global Crossing Web Meeting slide presentation feature provide participants with this URL to join the Web Conference http www globalcrossing com conferencin When it is time for your conference dial in on the Ready Access phone number enter your 7 digit access code then listen to the prompts to enter your Chairperson passcode to begin the conference Login to your Global Crossing Web Meeting see below If this is your first time using Web Meeting allow extra time to download and install the Java plug in Return to Table of Contents 7 Conference participants dial the Ready Access number at the designated time enter the 7 digit access code and the conference is underway 8 Ifa slide presentation is used the participants can view slides using a standard web browser There are no
15. WEB MEETING 1 To start an audio conference dial your toll free Ready Access conferencing number and enter your 7 digit Ready Access Web Meeting access code when prompted 2 To start a web conference go to http www globalcrossing com conferencing and under Quick Links section under Web Meeting click on Start Manage Archive and enter your chairperson access code and passcode in the spaces provided to log into the Conference Center 3 Click on the Login button to enter the conference center and begin your web conference which allows you to manage your meeting invites recordings and reports If this is your first time logging into the service you will also be prompted to accept a security certificate Choose Yes to permanently accept the certificate 4 Once the Java applet has finished loading click Start a Meeting to begin your web conference 5 The Web Meeting log in screen will appear with your Global Crossing Web Meeting credentials pre populated Click the Login button The Chairperson Conference Controls are displayed on the next page 6 Click Start Web Conference to begin your web conference and add additional security codes if you wish 7 For assistance anytime using Global Crossing Web Meeting while on your Ready Access call dial on your phone handset Contact Customer Support at 888 447 1119 in the U S 800 668 4703 in Canada or 1 303 389 4018 in all other countries PARTICIPANTS HOW TO JOIN GLOBAL CROSSING
16. a Disable Chat lt gt x oO oO Markup Tools lt Select Chat Recipient gt me InsertSlides InsertPoll Delete Previous Next Full Screen gt Y Y Gl the audio recording As you proceed through your series of slides each slide will be synchronized with the Web Meeting audio Any time you are not showing slides or if you record a conference with no slide presentation the Ready Access screen will appear during playback To end the recording uncheck the Record box on the Audio Control screen You will be asked to confirm that you want to end the recording Any time a recording ends a message is played into conference informing all participants that the conference is no longer being recorded If the Chairperson exits Web Meeting without ending the recording the recording will continue until the audio conference ends The Chairperson can also end the recording by pressing on the telephone keypad at any time see below Recording via the telephone o You may also initiate a recording by pressing 2 on the telephone keypad You will then be prompted to press 1 to continue with the recording or press to cancel and return to conference A voice prompt will notify the Chairperson and participants that the conference is being recorded To end the recording press 2 on the telephone keypad You will be prompted to press 1 to stop the recording or press to cancel and return to conference A voice prompt will no
17. airperson will receive an email containing all of the participant registration information 5 After you login you will be presented with the Global Crossing Web Meeting screens 6 Participants who login will initially see the Participant Lobby screen if the Web Conference has not started Figure 3 If they login after the Web Conference has started participants will see the slide or desktop screen that the Chairperson is showing to participants Global Crossing The Chairperson has not started the web conference Please standby for your web conference to begin Global Crossing Return to Table of Contents CHAIRPERSON CONFERENCE CENTER CONTROL GLOBAL CROSSING WEB MEETING ALLOWS YOU TO The Conference Control screen Figure 4 is your main console for managing your conference All the features of the Global Crossing Web Meeting service are available through this consol o Onthe left side of the screen the chairperson can view either the Web Controls or the Audio Controls Web Controls allows the chairperson to start a Web Conference and enable Chat When a Web Conference is enabled a list of Web participants appears Audio Controls allows the chairperson to see a list showing the number of lines in the audio conference as well as control the audio conference by using point and click commands The thumbnails on the bottom of the screen represent your current slide set Those slides are immediately available for you to presen
18. cess Code they are ready to present Uploaded content remains in the slide viewer until you delete it Click the Start Meeting button to begin your web conference Click the Record Meeting button or instantly vite participants to join using invite Others f Audio Controls Start My Audio Meeting OR Dial 8007471915 Enter 8565656 Phoresors Chat Disable Chat a Diatoutto a participantthrough the Audio ar Controls Scheduled Meetings Sendan invitation fora scheduledmeeting from Conference Center Usetve Outlook Plug in to schedule a recurring meeting Q Previous insert Slides InsertPoll Delete lt Select Chat Recipient gt O Next press 2 on your phone to record your conference To Present Slides double click on any slide in the slide viewer if Sharing Your Desktop be sure to turn off any pop up email messages or instant message applications Full Screen gt Jy A O GI If you re sharing a presentation participants can press Full Screen during the presentation to see an enlarged slide screen if the participant s screen resolution is 1024x768 then they will automatically see the largest view available When you select Desktop Presentation participants will automatically be in Full Screen mode Participants will see the Chat window unless you have this feature turned off If the participant selects the Full Screen
19. deiasegancsdveannteatpeacsterned ceuenenesinead S 15 VMANSGE RECORDING Seinra ne er ee ee E ee ee ee ere ee ere 16 PO INT OS cs eters cetera cated ene R EO boi eeepc caeeenan nen etanecsa E beresaraeianee el 18 PARTICIPANT VIANAGEIVIEND sesissesvtacenectesesicanpessrmeciaunntervenmanrtiensstesedacan EEEE 18 PPIOINE BOOI sorrara EE E E E ats sauaucnnas santratuatensnaetes 20 ACCOUN TOP TONS arerp i ER EEE T S E A E E E ETS 21 CHAIRPERSON HOW TO ACCESS GLOBAL CROSSING WEB MEET ING sesssssssssssssssssrsssssrssressrsrsserssreesseee 22 PATICIPANT HOW TO JOIN GLOBAL CROSSING WEB MEETING 2 ee eeeeeecneeecaeeeeeeeeeeeaeeesaaeeeeaeees 22 PODCAST FEEDS AND SUBSCRIPTION PAGE sasccunsssscst coneavitvanrantelensadtiadnsantsiconsauients ecient EENE Ea 23 OTRE COROIN ene E ee er E I E ee ee ee ee ree ern 24 TERMINOLOGY Term Definition Access Code A 7 digit number the chairperson uses to access the conferencing services and participants use to join a meeting Account is the Ready Access account Access Phone Number The phone number associated to a Ready Access subscription that chairpersons and participants dial to join a conference A user interface item that appears as a labeled button For example Chairperson The organizer moderator of an audio or web conference The chairperson sets up and initiates meetings and accesses all conferencing services by entering the passcode Chairperson Passcode A 4 9 digit number the chairperson uses to star
20. following the slide that you select click once to select and it will be highlighted in red If you want to add the new presentation to the end of the current slide set select the last thumbnail in the slide set then select Insert You can also use the Insert button to simultaneously upload multiple presentations by using the Shift or Ctrl keys to select multiple files on your desktop Figure 7 Return to Table of Contents Delete Removes the currently selected thumbnail from the slide set You can use the Shift key to highlight several slides to delete You may also check the option in the Delete popup box that allows you to delete all of the presentation files currently stored in your Web Meeting If you do this after your meeting is finished none of your presentation content will be stored on the Global Crossing servers Note You will be asked to confirm the deletion Additionally if you delete the current slide being presented the participants will still see that slide until you have selected another slide Preview To preview a slide without displaying it to all participants click once on the slide to highlight it and then select the preview button Alternatively you may move your cursor over the thumbnail and right click on it When a slide is highlighted and the preview button is selected the slide will be displayed in a new window at the maximum slide size Only the Chairperson will see the preview Arrow Ke
21. for a File Download select Run this program from its current location When prompted to install and run the Java 2 Runtime Environment click Yes Follow the instructions provided during installation of the Java plug in If prompted to restart your computer do so before proceeding 2 A Java applet will launch Global Crossing Web Meeting You will be prompted with a security notice indicating that the application is verified to have come from Global Crossing Conferencing Click Start to continue Return to Table of Contents 3 When the Chairperson Login screen is presented enter your Ready Access phone number 7 digit access code and Chairperson passcode Click Login Figure 2 Global Crossing Global Crossing Conference Center Chairperson Login Conference Phone Number 8007316526 6170988 Access Code Passcode eeee 4 Participants who will be joining the Web Conference will go to www globalcrossing com conferencing and under Quick Links column on right hand column under Web Meeting click on Join as a Participant from this page Participants do not need to install any plug ins to join the Web conference They will be prompted to enter your Ready Access phone number and 7 digit access code o After entering the login numbers the participant will be prompted to enter their name email phone and company Only the name is required Upon completion of the conference the Ch
22. gator 4 7 Netscape 6 2 or 7 0 Mozilla 1 1 and higher o JAVA 1 3 1_03 1 3 1_ 08 1 4 1 Chairperson will be prompted to download 1 3 1 _07 the first time the service is accessed If the Chairperson is using Netscape 6 2 they will need to download JAVA 1 4 2 o Internet connection best performance is DSL and above Participant PC requires o Windows 98 2000 NT XP Mac OS X 10 2 Linux o Internet Explorer 5 0 or greater Netscape Navigator 4 0 or greater Mozilla 1 1 and higher o No downloads or special programs are required for participants to view presentations o Internet connection dial up will work but slower on slide updates Recording playback requirements o Multimedia PC with speakers o Internet connection o Windows Media Player or RealNetworks Player For questions about Ready Access or Global Crossing Web Meeting please call 888 447 1119 in the U S 800 668 4703 in Canada 1 303 389 4018 in all other countries at any time or visit https enrollment themeetingson com custcarenumbers for a complete list of global toll free freephone Customer Care numbers Return to Table of Contents
23. layer installed to play an archived recording You can choose the format to play the recording in by selecting Windows Media or Real Audio from the menu on the right side of the screen Download Audio Download the MP3 file to your PC and store it yourself You can then delete the file from the system to eliminate hosting and playback charges If you download a recorded file that contains slides only the audio portion of the recording will be downloaded to your PC The slides are not stored in the MP3 file they are in another file that gets automatically synchronized during playback Edit Registration This feature enables customization of the registration information required by participants before they view the recording Rename To change a name of the recorded file select Rename and enter a new name for the recording Reports Generates a report for the selected recording that gives playback information as well as listener information The reports can be saved as a text file Return to Table of Contents Passcode By default there is no security code assigned to a new recording To assign one select Passcode and enter any number between 4 and 9 digits long Just select the box in the Passcode column and enter the security code Viewers will need to enter the current security code to access the recording for playback You can change the security code for a specific recording as often as you like Note If
24. nce Name Announce will play each participant s recorded name followed by joined or left Enable Name Record Turn on off Name Record When checked Name Record is on Participants will hear a voice prompt that asks them to state their name followed by the key before they are placed into conference The system records the participant s response Save Settings When this box is checked the settings will be saved and will apply to future conferences If the box is not checked the Entry Announcement and Name Record settings will apply only to the conference currently in progress Quick Start Turn on off Quick Start When checked Quick Start is turned on This feature is not enabled for all Chairpersons Auto Continuation Turn on off Auto Continuation When checked Auto Continuation is turned on This feature is not enabled for all Chairpersons When Quick Start is on Auto Continuation is automatically on also EXPERIENCE THE POWER OF REAL TIME COLLABORATION VIA THE INTERNET WITH GLOBAL CROSSING WEB MEETING Make your Ready Access audio conferences more productive than ever with our powerful collaboration tool Global Crossing Web Meeting This Internet based conferencing solution lets Return to Table of Contents you dramatically improve the way you communicate by instantly sharing any document presentation or application in real time CHAIRPERSON HOW TO ACCESS GLOBAL CROSSING
25. nd i Chat Message dy H seve Yesh est I wi send you a report on To end a Web Conference simply select the End Web Conference button or you can exit the Web Meeting In either case you will be asked to confirm to prevent accidentally ending your Web Conference If you do confirm the Web Conference will end immediately When a Web Conference is ended the system will automatically return participants to the Global Crossing Web page The Conference Control Screen Figure 3 displays a Chat box that allows you to communicate with all of the participants or a selected participant Use the drop down menu next to All Participants to select a specific participant s name if you want to send a private message to that person Participants can send messages to the Chairperson only the Chairperson views these Chat is automatically enabled when you start a Web Conference You can turn off the Chat feature by un checking the Enable Chat box at the bottom of the screen You can pull the Chat box out and view it or size it as a separate window on your screen by double clicking on the arrow button in the upper right corner of the Chat box To return it to its original location on the left side of the control screen just close the window When you enable Chat the Chat Messaging Window as well as the Chat Text Box Line that allows participants to enter and send a message to the host will be displayed in the lower left corner of the pa
26. ntry When this box is checked it automatically mutes new participants as they enter the conference there will still be a tone entry announcement The Audio Control screen must be open or minimized for this feature to work Closing the Audio Control window will deactivate it Participants can unmute their own line by pressing 7 at any time Lock Checking this box locks the conference No additional participants will be able to join the conference When the box is not checked the conference is unlocked You will need to unlock the conference if you want additional participants or an operator to join Mute UnMute Participant Mutes UnMutes the selected participant Mute All UnMute All Mutes UnMutes all participants that are currently in the call with the exception of the Chairperson Participants can unmute their own line by pressing 7 at any time Operator Contact a Global Crossing Ready Access operator Figure 13 When this command is selected the Chairperson will be offered the option of having the operator join the conferencing in a private sub conference private request or join the conference as a participant conference request Figure 14 Audio Controls 2 Operator mean A unmutean g lt Type phonenumber oros Listen Only Lock Audio Choose arequest method You may speak with a operator in private or you may invite the operator into your conference Private Conference
27. plug ins required for the participant LOGIN TO GLOBAL CROSSING WEB MEETING Using a web browser go to www globalcrossing com conferencing and select Start Manage Archive from under Web Meeting in the Quick Links column on the right side of the page Figure 1 Worldwide Change Home Site Map Blog Global Crossing Think Ahead About Us Markets amp Solutions IP Knowledge Center News amp Events Customer Center Community Network Quick Links Ready Access Conferencing Portal Global 800 Numbers Global Crossing Connect Video Webcasting Video Streaming Mobile Desktop and Outlook Add In Start Manage Archive Join af a Fa pant a dis 4 From here customers can access documentation and start join or manage a conference Meet face to face without leaving your place Global Crossing partners with ON24 to provide Make reservations online and access user live video streaming that engages your audience guides for Global Crossing Videoconferencing with high quality video and audio presentations complete with surveys polls and Q amp A 1 Ifyou have not previously installed Java 2 Runtime Environment 1 3 you will receive a message asking if you would like to begin installation of this plug in Click OK to start the installation O O O O Please read any messages that may appear during the installation process to insure a complete installation When prompted
28. rticipant screen If the participant minimizes the Chat window it will automatically pop back up once the chairperson sends a chat message to the participant If the participant closes the Chat window he she will have to close out of the Full Screen window in order to locate and use the Chat and Raise Hand function again Return to Table of Contents SHARE DESKTOP APPLICATIONS DURING A READY ACCESS WEB CONFERENCE When you select Desktop Presentation for application sharing mode participants will view your entire desktop Before sharing your desktop start any of the applications that you wish to share with participants You should also minimize or close any applications that you do not wish to share You can switch back to Slide Presentation mode at any time by selecting Slide Presentation on the Web Control screen During application sharing the conference control panel is displayed allowing you to Stop the web conference switch back to Slide Presentations select the Audio Controls interface select the help function view the web participants list and use the Chat function by default Chat is disabled when Desktop Presentation is on but you can activate it using the checkbox on the Web Control screen When you select Desktop Presentation participants automatically get switched into full screen mode SHOW SLIDE PRESENTATIONS DURING A READY ACCESS WEB CONFERENCE You may show PowerPoint slide sets GIF Graphics In
29. s this information but does not require it for playback access You can change this feature setting for a specific recording as often as you like just click on the checkbox checkmark ON blank OFF Notification By default this feature is OFF for a new recording To be notified via email each time a recorded file is played back by a viewer check the Notification box for that recording You will need to have a current email address on file with Global Crossing You can change this feature setting for a specific recording as often as you like just click on the checkbox checkmark ON blank OFF Scroll over the recording you want to select and you ll be able to select Play Download Email Show Recording Link Edit Registration Rename Recording Report Passcode Edit Recording Delete Recording You can also add recordings to your Podcast Feeds Email To send recipients an email message along with a link to the selected archive for playback select Email Once the message is received the recipient clicks on the link and can play the recording in its entirety Play Select Play to playback the conference using the selected media player see requirements below Using play pause stop and volume control buttons you can control the recording playback If your recording contains slides you can skip ahead to a specific slide in the playback Requirements You must have either RealNetworks audio or Windows Media P
30. t e Web Meeting Markup Tools x O i f A G Inset Slides InsertPoll Delete Previous Next Full Screen lt Select Chat Recipient gt v PARTICIPANT MANAGEMENT Dial Dials out to new participants during the conference Figure 12 As the Chairperson you will be taken out of conference and can privately talk with the dialed participant To have them join the conference select Connect or to return to the conference without the participant select Disconnect a Audio Controls Return to Table of Contents Disconnect Disconnects the selected participant from the conference Play Name Plays the selected participant s name if Name Record has been enabled on your Ready Access subscription This is an easy way to identify the participant on each line so you can type in the participant s name If Name Record has not been enabled you will hear an anonymous participant Record Checking the box starts a recording of your Ready Access conference call A screen will appear asking you to enter a name for the recording and confirm the recording To stop the recording uncheck the Record box again You will be prompted to confirm that you want to stop the recording Continuation When checked it allows the conference to continue after the Chairperson hangs up The conference will continue until the last participant disconnects Mute on E
31. t an audio or web conference DTMF Commands These are the phone commands you can push on your telephone while in conference For example the DTMF command to mute your line in conference is 6 A Ready Access audio or Web Meeting web conference Participant A person who attends an audio conference or web meeting Subscription Ready Access information consisting of the Access Phone Number Access Code and Chairperson Passcode Return to Table of Contents SETTING UP A CONFERENCE CALL audio only When you are ready for a conference follow these simple steps 1 Inform all participants of the date and time of the conference Give all participants your Ready Access phone number and 7 digit access code When it is time for your conference dial in on the Ready Access phone number enter your 7 digit access code then listen to the prompts to enter your Chairperson passcode to begin the conference Conference participants dial the Ready Access number all the designated time enter the 7 digit access code and the conference is underway READY ACCESS ACCOUNT OPTIONS Change Chairperson passcode change this periodically to ensure security Record participant name on off when set to on this allows you to use the Roll Call feature during a meeting and to use the Name Announce option see below Set conference entry exit announcement choose one Tones Silence Name Announce o To change these settings dial in to Ready Access
32. t to participants The slide window on the right displays the current slide being shown to participants There are three status indicators on the bottom left side of the screen The indicator displays whether the Web Conference is on or off whether Record is on or off and shows a total count of participants who have raised their hand to indicate they have a question I 4 me W Share Desktop Stare Applications Grant Contool imate Others Options Help Global Crossing Anyone Anywhere Anytime Enter 6190705 Global Crossing Phanemast PS apear amer eaea Jonnu En a ren e ee T ee x insert Slides insertPoll Delete Previous Nex Full Soeen gt Ie Y Gl Web Controls screen commands include Start Web Conference o The Start Web Conference button allows you to start a Web Conference You can choose to either share Slide Presentation or Desktop Presentation by selecting the button on the left Slide Presentation is the default setting After starting a Web Conference you will be asked if you d like to assign an optional Web Conference security passcode 4 9 digits You may proceed without a passcode by selecting Start Figure 5 o If you assign a Web Conference passcode be sure to inform all participants of the security passcode before you begin the conference Return to Table of Contents Global Crossing Conference Controls amp Participants
33. terchange Format JPG Joint Photographic Experts Group format and PNG Portable Network Graphics format files You can use the following buttons on the Conference Control screen Figure 3 to manage your presentations Slide Deck Thumbnails You can store multiple presentation files in Web Meeting The files will remain there until you delete or overwrite them The slide deck displays a thumbnail sized version of your slides You may right mouse click on any of the thumbnails to open a full resolution preview of the slide To present a slide to all participants viewing the web portion of the conference simply double click on the desired slide That slide will then be sent to all participants and displayed at its full resolution in the conference control window The slide deck can be scrolled horizontally to see all the slides contained in your presentations New Allows you to upload a new PowerPoint slide set that replaces the current slide set The new presentation will appear in the slide deck as thumbnail images You can also use the New button to simultaneously upload multiple presentations by using the Shift or Ctrl keys to select multiple files on your desktop Note Anytime you use the New button to upload one or many files simultaneously it will overwrite any existing slides you have uploaded previously Insert Adds another presentation or image to the current slides The new presentation file is inserted directly
34. tify that the conference is no longer being recorded If a recording is in progress and the Ready Access conference call is ended the recording will automatically stop Use a handset whenever possible for best voice recording quality If not sit and speak as closely as possible to a speakerphone o Mute participants that have a great deal of background noise Return to Table of Contents Recording playback o Recordings are available immediately after the conference ends Recordings can be accessed via the Internet see Accessing Ready Access Archive Manage Recordings section below and replayed using either RealNetworks audio or Microsoft Windows Media players Recordings are stored in MP3 files for superior audio quality and easy playback with no waiting or interruptions If slides are presented during a recording both the audio and slides are fully synchronized during playback The audio controls for playback include Start Stop Pause Slider bar Status on content location and duration and Volume control bar The viewer may jump to a specific location in the recording by selecting the thumbnail slide in the recording playback screen Both slides and audio will be played from that location The viewer may also use the slider bar to go to a specific location in the recorded conference ACCESSING READY ACCESS ARCHIVE MANAGE RECORDINGS You can access Ready Access archived recordings by selecting Start Manage Archive from the
35. tion click Save EDIT RECORDINGS You can customize your recording by creating cut points that allow you to remove portions of the recording for a more professional playback 1 You must log into the conference center with your credentials access Manage recordings and select a recording and choose Edit recording Enter the beginning and ending counter times for the portions of the recording that you want to remove When you click on the Add Cut Point button your selection will be added to the Cut Points list Make Cuts button to process your changes This may take several minutes Note You may create as many cut points as you need to refine your recording Your playback will now reflect the cuts you have made If you wish to discard your changes and return to the original recording click the Revert to Original button HELP A Help button is available on selected screens The Help button provides a file of general help information INSTALLING THE JAVA PLUGIN If you do not already have the Java plug in installed the Global Crossing Web Meeting service will automatically install it for you the first time that use Web Meeting If you encounter problems with this one time installation please contact the Ready Access Help Desk for assistance SYSTEM REQUIREMENTS Chairperson PC requires o Windows 98 2000 NT XP Mac OS X 10 2 Linux Return to Table of Contents o Internet Explorer 5 0 or greater Netscape Navi
36. you use the email button to distribute the recording link and you have entered a security code for the file the code will automatically appear in the email along with the recording link You can edit this email If you do not want to send the code in the same email as the link you may delete it Podcast Check this box to add this recording as an episode in your podcast Use Podcast Feed settings to set parameters Report To view a real time report Figure 10 showing playback activity for a recording select the Report button The report header includes basic information about the recording such as date created name file duration and total playbacks to date A line item is listed for each time the file was accessed showing the date and time it was viewed If viewer registration information was collected name company name phone number and email address then it is also displayed This report can be saved to your desktop by selecting the Save button in upper right corner Global Crossing Global Crossing Conference Center Hom Total Recordings 4 lt lt first 1 4 last gt gt ae View Reports Report Roconings Aug 26 2011 8 57 AM Aug 26 2011 8 57 AM 0 View Save Aug 26 2011 8 55 AM Aug 26 2011 8 55 AM 0 View Save Manage Recordings Jul 27 2011 11 21 AM Jul 27 2011 11 23 AM 0 View Save Manage Contacts Jul 27 2011 11 05 AM Jul 27 2011 11 07 AM 0 View Save All times are Mountain time zone UTC 0600
37. ys To present a slide to all participants viewing the Web Conference double click on the desired slide A Web Conference must be started to present a slide to all participants The slide will be displayed at its full resolution in the slide window on the right side of the Conference Control screen The slide window always displays the content being presented to participants The arrow buttons on the bottom of the Conference Control screen allow you to display slides in the presentation You can use the scroll bar next to the thumbnail slide deck to locate a particular slide and then double click on it to display it in the slide window Helpful Tip Do not upload extremely large files The file size limit is currently 27 MB Large PowerPoint and image files will take longer to upload APPROXIMATE UPLOAD TIME FOR A 1MB FILE hd ke 5k 256K 1 55Mb Macken Modem SLC able Ti1 LAN 5 Pim 3 haan 30 Sec 5 Sane READY ACCESS RECORD The Chairperson has the capability to record a meeting with full synchronization between the audio and slide presentation You may also start an audio only recording with Web Meeting if you are not showing slides Anytime you are in Slide Presentation mode showing PowerPoint slides or images during a recording they will automatically be synchronized with the audio If you are in the Desktop Presentation mode sharing desktop applications during a recording the playback will show the Global
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