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Polycom 8 manual To send an E-mail, Sending an E-mailto Conference Participants, 4-14

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Sending an E-mail to Conference Participants

Chapter 4 - New Meeting Window

Sending an E-mail to Conference Participants

Following the successful launch of a reservation or On Going conference, the system enables you to send an E-mail with a meeting notification to conference participants.

To send an E-mail:

1.Click OK to send an E-mail or click Cancel to move to the monitoring window without sending an E-mail.

If you have clicked OK, the Send E-mailwindow opens.

Conference invitation

Conference password

Conference dial-in numbers

Conference ID

Check box

Options

2.The To field lists the E-mail addresses that were defined in the Participant templates assigned to the conference. If no E-mail address were defined, or if you want to send the meeting notification to dial-in participants that are not defined in advance, you can manually add their E-mail addresses.

3.The From field displays the E-mail address of the meeting organizer if it is defined in the Configuration-Personal Details window. For more

4-14

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Polycom 8 manual To send an E-mail, Sending an E-mailto Conference Participants, 4-14

Contents

Version MGC WebCommander User’s GuideProprietary and Confidential Catalog No. DOC2136B VersionNotice Table of Contents Table of Contents Disconnecting Participants Reservation Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page A-12 Page Table of Contents viiiIntroduction Prerequisites About MGC WebCommander User’s Guide•Chapter 2 - Connecting to WebCommander •Chapter 1 - Introduction•Chapter 7 - Conference Types •Chapter 5 - Monitoring On Going Conferences•Chapter 6 - Reservation Calendar •Chapter 8 – Meeting Rooms ListSystem Requirements ConventionsEnabling Cookies in Microsoft Internet Explorer CookiesThe Internet Options - General window opens 5.Click OK The Security Settings window opens3.Click the Custom Level button 6.Click OKConnecting to WebCommander AuthenticationThe Enter Network Password dialog box opens 3.Click OKPage The WebCommander Login window opens •Several On Going conferences - The Meeting Director window listing the On Going conference list opens, enabling you to select the conference to monitor •Calendar - for conference reservations Main Menu Main Menu Links Chapter 3 - Main MenuMenu Item Menu Item Configuration The Configuration window opens Database Selection To select the database1.In the Main Menu, click Language Selection Language SelectionChapter 3 - Main Menu MGC WebCommander User’s Guide The Welcome/Language Selection window opens2.Click the required language button Dragging the Browser pane edge Using the Resizing the Window PanesScroll bars New Meeting Window Participants Chapter 4 - New Meeting WindowConference Details ParticipantsParticipants Lists Area Directory Participants List MGC WebCommander User’s Guide Select PathNavigator or PolycomRecent Participant List To access the Recent ListFavorites Participant List Participant Actions Area Participant action buttonsConference Details Area MGC WebCommander User’s GuideConference Launch Options Area Starting a New Meeting 3.Click the Start Immediately button MGC Web Server and the MCU field is set to Auto in the Conference template, the system selects the MCU to run the conference according to the order in which they are defined in the MCU table or in the MCU list assigned to the logged in user. If no MCU is connected to the MGC Web Server, an appropriate error message is displayed Sending an E-mailto Conference Participants To send an E-mail4-14 11.Click the Send button •Participants with the same name, or •Participants with the same ISDN phone numbers, or Field/Option To resolve participant conflictsDescription Click to define a new participant 2.Define the parameters as detailed in Table The Participant Dialog Page opens4-20 4-21 Table 4-3:Participant Dialog Page parameterssip: user name@domain. Note that the SIP 4-224.Click OK 4-23Chapter 4 - New Meeting Window Scheduling a Conference41 2 3 5 contains pre-definedparticipants, they are listed in the Conference Details pane 6.Define the following parameters 4-264-27 Table 4-4:Start window parameters7.Click OK If the conference is started successfully on the MCU and the Meet Me Per Conference option is set for the conference, the system displays the dial-innumber that should be used by the conference participants, for ISDN/T1-CASand H.323 participants Creating a Recurrent Reservation To create a recurrent reservation3.Define the following parameters The Reservation Recurrence pane opens4-31 4.Click OK 4-32If the conference was started successfully on the MCU and the Meet Me Per Conference option is set for the conference, the system displays the dial-innumber that should be used by the conference participants, for ISDN/T1-CASand H.323 participants a.If not all the reservations are successfully scheduled on the MCU, a dialog box appears requesting whether to list the unscheduled conferences When an E-mailis sent to participants, you can include a ViaVideo and vCalender/iCalender format attachments for more information, see “Sending an E-mailto Conference Participants” on page 4-14by selecting the appropriate check boxes. With recurrent reservations the e- mail states the number of recurrent reservations and the recurrence pattern monthly, weekly, daily Reservation 3.Click the Send E-mail link The Conference Reservation window opensMGC WebCommander User’s Guide 4-374-38 5.Click OK, to send the E-mailChapter 4 - New Meeting Window Dialing into the Conference Defined ISDN Participants Dial-inTo display the list of On Going conferences SIP UA Defined H.323 Participants Dial-inSIP Connections DNS server4-42 Dial-in Scenario—SIPEnvironmentFor example, EQ1sales12345 For example, the MCU dials: endpoint1@polycom.com 4-44 IP participant PBX switch ISDN participantMixed Environments Conference Scenario SIP Proxy SIP UA Gatekeeper MCU media mixerMonitoring an On Going Conference General Monitoring Chapter 5 - Monitoring an On Going ConferenceMeeting Director Module The Meeting Director Pane Page —Click OK Conference Conference Icons and Indications Indication ButtonDescription Modify Conference General Information - Opens theDescription 5-10Button IndicationParticipant Icons and Indications Icon Participant Icons5-12 DescriptionIcon 5-13Description Status Icon Connection Status Icons5-14 DescriptionThe connection is problematic 5-15Audio Connection Status Icons 5-165-17 participant and the MCUVideo Status Icons 5-185-19 greenButton Q&A Buttons5-20 Menu FunctionConnection Type Icons 5-21Status Icon 5-22Description Sorting Participant Properties To sort the Participant Properties5-23 Indicates the conference is in Secure Conference ModeSecure Conference Mode Terminate buttonToolTips Connected video status indication ToolTip 5-27Table 5-8:ToolTip options IndicatesStatus Field General Conference InformationDescription 5-29 Table 5-9:Conference Status InformationThe Video Layout Pane 5-31 Hide/Show Video Layout Pane•Personal Layout requires the Video+ card To hide the Video Layout pane To show the Video Layout paneOperations Performed during On Going Conferences Operations performed during Video conferences Operations performed during Audio conferences Selecting Options 5-37 MGC WebCommander User’s GuideToolbar buttons Viewing Conference Numeric ID Connecting Dial-outParticipants To connect the participantDisconnecting Participants To disconnect the participantMGC WebCommander User’s Guide Reconnecting ParticipantsTo reconnect a disconnected participant 5-41Adding Participants to the Conference To add a participant to the On Going conferenceThe Add Participant window opens, letting you select the Participant templates from the list The Filter window opens 5.Select the check box next to the name of the participant to add to the conference. You can add several participants in one operation by selecting their check boxes Director toolbar Page window opens MGC WebCommander User’s Guide5-47 For users with the View Mode: Administrator permission, the Participant Properties – Basic window opens 5.Click OK Page 2b. In the Interface Type list, select T1-CAS 3.In the Connection Type list, select Dial-out Viewing the Participant Properties To view the participant propertiesModifying the Participant Properties To modify the name of a participantThe Participant Dialog Page opens MGC WebCommander User’s Guide5-55 To view the Participant Properties 5-56To designate a participant as VIP VIP Participant 5-58Chapter 5 - Monitoring an On Going Conference Designating a Participant as the Chairperson Using DTMF Code during the On Going conference5-59 A confirmation message opens Muting/Unmuting a Participant To mute/unmute the participant’s audio channelTo Mute/Unmute the participant’s video channel Broadcasting Listening VolumeVolume Spin Arrows To lock a conference To unlock a conference Page •Each Remark is limited to 300 characters MGC WebCommander User’s Guide5-67 Click Add Remark5-68 Conference UserThe Change Password window opens Changing the Duration of a Conference To change the conference durationThe End Time window opens MGC WebCommander User’s Guide5-71 To extend the conference duration Terminating a Conference To terminate a conferenceSelecting the Video Layout 2.Point to the icon with the number of video windows to be displayed on the screen Classic mode Quad Views mode Software mode 3 Classic ModeQuad Views mode Classic modeVideo Auto LayoutNumber of Available LayoutsAuto Layout is active Layout selection disabled To enable the Auto Layout modeLayout selected by the system Selecting a Personal Layout 5-79The selected layout appears in the Video pane Video Forcing To video force To cancel the video forcing To set a window to appear as a black screenTo force a participant’s layout 5-85 MGC WebCommander User’s GuideSelect the pin to unforce the participant Icon Endpoint’s Visual Conference IndicationsEvent Text IndicationEnabling Visual Indications 5-87Visual Effects To modify the Background color To modify the Layout Border colorTo modify the Speaker Indication color Using Chat Messaging To ChatModerator 5-92Chapter 5 - Monitoring an On Going Conference ChatMGC WebCommander User’s Guide Enabling the Chat option5-93 Controlling the Lecture Mode Presentation Mode guidelinesPage The Lecture mode window opens Indicates the participant To disable the Lecture Mode or Presentation Modeis enabled for the conference is the LecturerBlocking/Unblocking the Audio Transmission To set a Participant as an Exclusive Speaker Exclusive SpeakerThe Exclusive Speaker window opens 3.Click OK To place a conference On Hold Placing the Conference On HoldTo release a conference placed On Hold Controlling Q&A Queues with the Q&A list buttons Managing a Q&A SessionEnabling Q&A Options 5-102Adding a Participant to the Q&A Queue —Move Participant to Last Position in Q&Abutton on the Q&A toolbar, clickLetting the participant ask a question Clearing all participants from the Q&A queueTo setup a Voting session Managing a Voting/Polling SessionThe Voting window opens To start a Voting session To cancel the voting session To conclude the voting sessionTo send voting results by E-mail Mute “Meet Me” Parties To mute “Meet Me” PartiesIncrease my broadcasting volume - To Participant/Chairperson Operations via DTMF CodesUnsecure Conference - To cancel the secure Decrease my broadcasting volume - To5-113 DTMF Function5-114 DTMF Function5-115 DTMF FunctionRequest DTMF Help Menu Page User Action Changing the Conference PasswordIVR Message Chairperson Initiated Blast Dial-out Securing the Conference Operation Roll CallDefault Description5-122 Roll CallTo access the Reservation Calendar Reservation CalendarWebCommander site, the Monthly view is displayed To view the Properties of a Calendar Reservation Viewing the Reservation Properties•Click the Reservation name link Reservation Saves changes andcloses the Meeting screenAdding Participants to the Conference Reservation E-mailUpdate after a Reservation ChangeChanging Conference Parameters The Conference Reservation window opens Reservation2.Double-clickany existing reservation link 3.Click the Send E-mail link5.Click OK, to send the E-mail 6.The Send E-mail dialog box opens Chapter 6 - Reservation CalendarViewing the Properties of a Protected Reservation To view the properties of a protected conferenceTo view a specific conference reservation MGC WebCommander User’s Guide Additional Calendar ViewsTo change the view of the reservation calendar 6-11To select the week start day Customizing Background View ColorsThe Calendar Preferences window opens Conference Types On Going Conferences Conference Scheduling MethodsScheduled Conferences ReservationsOn-demandConferences Reservation-lessConferencing Ad Hoc ConferencingMeeting Rooms Conference Types Entry Queue Participant Roles Dial-outParticipants Participant Connection to the ConferenceDial-InParticipants Conference IVR Conference Access for Dial-inParticipantsEntry Queue When the Entry Queue Access option is designated for an Audio Only or Video conference, all the participants connecting to that conference follow a two-stageprocess 9251222 Network 9 1 2 2 IP EndpointEntry Queue Access can be defined for •A Standard conference with or without IVR serviceIn the system, such a conference may be defined as Such a conference may be defined as Dial-outParticipants Access Attended/Unattended Conferences7-16 Operator Assisted Conference Participants Queue7-17 Unattended Conference Greet and Guide conference Welcome Queue7-18 Conf Type Conference Media SettingsMedia Network7-20 VideoAudio Only Conference Types Video Conference Types Highest Common Mechanism Additional Video Conference Settings Defined Conference Lecture Mode7-25 Minimum Participant Line Rate Necessary for Video•Selection of the conference lecturer •Disconnect participants FECC/LSD Guidelines Large Video Switching Conferences •Welcome No Wait conference•Attended Wait conference Greet and Guide Conferences•File transfer to all conference participants •Graphics - for standard graphics Limitations ISDN IP Polycom Visual Concert FX 7-347-35 Duo VideoMedia Options for Video Session Type MediaVideo Available Configuration7-37 FunctionalityAudio+ •Standard - with Meet-Meper Conference MGC WebCommander User’s Guide 7-40Meeting Rooms List Chapter 8 - Meeting Rooms List Viewing the Meeting Rooms List Table 8-1:Meeting Room Types and Icons To view the properties of a Meeting Room Viewing the Properties of a Meeting RoomThe Meeting Room Properties window opens Viewing the Properties of a Specific Meeting Room To view the properties of a specific Meeting RoomThe following window opens Chapter 8 - Meeting Rooms List Conference Templates – Partial View Mode Defining a New Video Conference Template To define a new video conference templatetemplates assigned The Conference Templates window opensList of Conference Conference TemplateThe Conference Properties - Basic window opens Description OptionConf. Entry Description OptionDuration Description OptionEnd Time Alert Description OptionLine Rate con’t Description OptionG.711 Description Option9-10 9-11 OptionDescription Video Streams IN8.Select the appropriate Video Layout 9-13 Automatic9.Click OK Number of Video Quad Mode CP9-15 Selected Layout forthe participant will be viewed in the selected window by all the participants when the conference starts Conference Template Menus Conference menu9-18 OptionDescription Table 9-6:Conference Menu OptionsConference Templates Menu OptionDescription 9-19Description Participant Template MenuOption 9-20Table 9-8:Participant Templates Options Defining an Audio Only Conference Template To define an Audio Only conference templateConference The Conference Templates window opensList of Conference templates assigned to selected GroupDescription The Conference Properties - Basic window opensOption 9-24Description The Conference Properties - Advanced window opensOption 9-259-26 OptionDescription DurationEnd Time Alert 9-28 Defining a New Conference Template Conference Templates – Full Parameters ViewTo define a new Conference template The Conference Templates window opens —Define a new Conference template10-3 IconDescription Embedded - Audio Only participantDefining a New Video Conference Description To define a new conference templateOption 10-510-6 OptionDescription Table 10-2:General Conference Parameters10-7 OptionDescription Table 10-2:General Conference Parameters10-8 OptionDescription Table 10-2:General Conference Parameters10-9 OptionDescription Continuous Presence CP - A Continuous10-10 OptionDescription Table 10-2:General Conference ParametersTable 10-3:Basic Conference Parameters 10-12 OptionDescription Transcoding and Continuous Presence - the line10-13 OptionDescription Table 10-3:Basic Conference Parameters10-14 OptionDescription Table 10-3:Basic Conference Parameters10-15 OptionDescription Table 10-3:Basic Conference ParametersDescription Presentation ModeOption 10-1610-17 OptionDescription Table 10-3:Basic Conference Parameters10-18 OptionDescription Notes10-19 OptionDescription Table 10-3:Basic Conference Parameters10-20 OptionDescription Table 10-3:Basic Conference Parameters10-21 OptionDescription Select either 50 Fields PAL or 60 Fields NTSCDescription LimitationsOption 10-22Description People and Content V0 - Polycom proprietaryOption 10-2310-24 OptionDescription Table 10-3:Basic Conference Parameters10-25 OptionDescription Table 10-3:Basic Conference Parameters10-26 OptionDescription Table 10-3:Basic Conference Parameters10-27 OptionDescription Table 10-3:Basic Conference Parameters10-28 OptionDescription Table 10-3:Basic Conference Parameters10-29 OptionDescription Table 10-3:Basic Conference Parameters10-30 OptionDescription Table 10-3:Basic Conference Parameters10-31 OptionDescription Table 10-4:Advanced Conference Parameters10-32 OptionDescription Table 10-4:Advanced Conference Parameters10-33 OptionDescription Table 10-4:Advanced Conference Parameters10-34 OptionDescription Table 10-4:Advanced Conference Parameters10-35 OptionDescription Table 10-4:Advanced Conference Parameters10-36 OptionDescription Table 10-4:Advanced Conference Parameters10-37 OptionDescription Table 10-4:Advanced Conference Parameters10-38 OptionDescription Table 10-4:Advanced Conference ParametersIn this window you assign dial-innumbers to the conference. Callers wishing to participate in such a conference must dial one of the dial-innumbers, and will be automatically connected to the appropriate conference. The conference participants do not have to be defined prior or during the conference settings – they are automatically detected and are assigned the conference parameters. Using this mode, any participant who dials the conference number can connect to the conference until all the MCU resources are utilized, or the maximum number of participants is reached Table 10-5:Meet Me Per Conference Parameters Table 10-6:Meet Me Per Conference Phone Numbers 11.Select the appropriate Video Layout 10-43 Auto Layout4 Classic mode Quad Views mode Software mode 5+ Classic mode Quad Views mode Software mode 3Classic mode Classic mode Quad Views modeNumber of The Visual Effects are disabled if a Video+ card is not installed on your MGC unit Speaker Indication Layout BorderBackground color The Color dialog box opens The Color dialog box appears 26.Click the Recording tab The Conference Properties - Recorder window opens10-50 27.From the Conference menu, click Start Immediately to start the conference, click Start At to start the conference at a later time, or from the Conference Templates menu click Save to save it in the database for future use Conference Menu 10-53 OptionDescription Table 10-11:Conference Menu Options10-54 OptionDescription Meeting Template and choose theConference Templates Menu 10-55Participant Template Menu Defining a New Audio Only Conference Audio+ card is installed in your MGC unit10-58 Name10-59 Meet Me Per10-60 Entry Queue10-61 Numeric ID10-62 Conference10-63 OptionDescription Table 10-15:Audio Only–AdvancedConference Options10-64 OptionDescription Table 10-15:Audio Only–AdvancedConference Options10-65 OptionDescription Table 10-15:Audio Only–AdvancedConference Options10-66 OptionDescription Table 10-15:Audio Only–AdvancedConference Options10-67 OptionDescription Table 10-15:Audio Only–AdvancedConference Options10-68 OptionDescription Table 10-15:Audio Only–AdvancedConference OptionsDescription 4.Click the Meet Me Per Conf tabOption 10-69The Meet Me Per Conference option allows participants to connect to a conference by simply dialing a pre-definedconference number Meeting Room If no dial-innumber is defined, the system allocates the dial-innumber according to the settings in the Web Configuration dialog box in the MGC Web Server Manager application Table 10-17:Meet Me Per Conference Phone Numbers The Conference Properties - Recorder window opens 8.Click the Recording tab10-74 To start the conference immediately 10-752.Click OK Adding Participants to Conference Templates The Add Participants window opens The following search criteria can be used A linked Video participant Conference Templates List windowA linked Audio Only participant An embedded Audio Only participantModifying the Properties of a Linked Participant The Participant Properties - Basic window opens 1.Display the Conference template properties4.Define the participant properties as described in Chapter 11, “Defining a New Participant” on page Deleting a Participant from a Conference Template To delete a participantA confirmation dialog box opens MGC WebCommander User’s GuideThe Participant template opens 10-85To delete the current Conference template 10-86A confirmation window appears Modifying a Conference Template To modify a conference template10-89 10-90 Linked Participant Managing Participant TemplatesEmbedded Participant Participant Templates To open the Participant templates windowThe Participants The Participant Templates window opensThe Group to which the participant is assignedDefining a New Participant Defining a Participant Template in the Database The Participant Properties - Basic window opens NameE-mail To define ISDN/ATM/MPI video participants Defining ISDN, ATM, or MPI Video Participants11-8 11-9 Party Phones11-10 Participant User11-11 Meet Me Per11-12 2.Click the Advanced tabChapter 11 - Managing Participant Templates 11-13 Aggregation11-14 Video ProtocolService Name 11-15• Off - disables encryption 11-1611-17 Restrict Only11-18 Defining H.323 Video and SIP Audio ParticipantsChapter 11 - Managing Participant Templates 11-19 Connection11-20 sip: user name@domain. Note that the SIPAlias Name 11-21 Address TypeService Name 11-22Description 11-23Option Notes11-24 Enhanced VideoQuality of Service Parameters To define the QoS11-25 11-26 From Service recommended - Takes the QoSThe Participant QoS window opens Option11-27 AudioTo save the Participant template Saving the Participant TemplateDefining Audio Only Participants To defining an Audio Only participant5.Click the Advanced tab Service Name 11-30Field 7.To save the Participant template, refer to page11-31 DescriptionAdvanced T1-CASParticipant Window 11-32Option 3.Save the participant template11-33 DescriptionDeleting a Participant from the Database To delete the participant from the databaseThe Participants Properties window opens The following confirmation box opens1.Open the Participant Templates window 4.Modify the desired parametersMGC WebCommander User’s Guide 11-3711-38 Chapter 11 - Managing Participant Templates•Audio Default-Audio Appendix A: Default Templates•COP Default_COP •Video Default_Video •Video Switching Video-SwitchGeneral ParameterValue BasicValue ParameterAdvanced Value ParameterMeet Me Per Conf Video Layout ParameterValue RecordingPage Value ParameterAdvanced Value ParameterMeet Me Per Conf Page A-10 A-11 A-12 A-13 Value A-14Parameter Meet Me Per ConfA-15 A-16 A-17 Value A-18Parameter Meet Me Per ConfA-19 Appendix A: Default Templates A-20