Below are some helpful hints for conducting an efficient and productive Unified Meeting.

• Prepare in advance. To avoid meeting delays, take time before the conference to create and upload any resources you’ll need for your meeting, such as
  presentations, surveys or quizzes.
• Enter the meeting early to ensure participants can access your meeting at the scheduled start time. Give yourself a few minutes to open the meeting room and make sure all necessary system components are loaded.
  
• When speaking, talk directly into either a headset or telephone receiver for optimal clarity.
  
• Mute all participants in non-collaborative meetings to minimize background noise.
  
• Be conscious of participant connection speeds, as they may vary. Allow time for transition between slides.
  
• For optimal application sharing performance, keep the number of open windows to a minimum.
  
• Use annotation tools and include polling and quizzes to promote interactivity. To help participants better understand and recall content, limit presentation
  materials to six or seven lines per slide. Use larger-sized fonts for legibility.
  
• Be sure participants download the Unified Meeting application prior to your meeting if they wish to use certain features such as presenter capabilities and desktop video.

Start a meeting using your Outlook or Lotus Notes Calendar or the Unified Meeting desktop icon. It’s never been easier! Just follow the simple instructions below and you are on the way to your first unified meeting experience.

Note: Before proceeding with the following steps, please ensure that you have administrator rights to perform the download and installation.

DOWNLOAD AND INSTALLATION

1. Download Unified Meeting by going to www.meetingconnect.net/umgo.
2. Click Download.
3. Once the download prompt appears, click Run, then click Next on the subsequent screen prompts. 
4. Select I accept the terms in the license agreement and click Next.
5. Enter your user login and password in the fields shown. Check the box if you want to use the Outlook Calendar tool and click Next.
   

 

 

 

 

 

 

Upon completing of download, check Sign in to Unified Meeting and click Finish.

Soon, you will see a Unified Meeting desktop icon in your system tray. You have successfully installed Unified Meeting!

Note: If you do not install the Outlook or Lotus Notes Calendar tools, click the Unified Meeting icon in your taskbar and select Schedule a Meeting. Follow the steps through the scheduling wizard.

SET UP FOR INSTANT MESSENGER INTEGRATION

Quickly invite participants to your meeting using instant messenger. Unified Meeting is fully integrated with a variety of instant messaging programs.

1. Once you have installed Unified Meeting, click the desktop icon in your taskbar and select Start Meeting.

2. Click the Meeting drop-down menu and select Meeting Options.

3. Click Instant Messenger, then the corresponding check boxes to integrate with Windows Live Messenger and/or Microsoft Office Communicator.

4. To integrate with Lotus Sametime, check the corresponding box and enter your host name, communication port, user ID and password. Click OK to save the setting.

Note: Your instant messenger program must be running while performing the instructions above and to send invites to your Unified Meeting participants.

With MICROSOFT OUTLOOK

1. Open an appointment time in your Outlook Calendar, then click Unified Meeting. The meeting access information will appear in the body of the appointment.
2. Your Outlook meeting invite will be automatically populated with meeting access links for you and participants.

3. To join the meeting, the Moderator and Participants click their respective links to join the meeting.
4. Unified Meeting will prompt Moderators and Participants to enter telephone numbers to be automatically dialed or choose to dial into the meeting.
5. Unified Meeting then dials out to both moderators and participants to begin the meeting.

 

 

 

with IBM Lotus Notes

1. Open an appointment time in your Lotus Notes Calendar, then click Unified Meeting. The meeting access information will appear in the body of the appointment.
2. Your Lotus meeting invite will be automatically populated with meeting access links for the Moderator and participants.
3. To join the meeting, the Moderator and Participants click the respective link in the meeting invite
4. Unified Meeting will prompt moderators and participants to enter their telephone numbers to be automatically dialed or choose to dial into the meeting.
5. Unified Meeting then dials out to both the moderator and participants to begin the meeting.

 

The Unified Meeting desktop icon is automatically populated in your taskbar when you install the Unified Meeting application.

This user friendly tool can be used for:

• Accessing scheduled or instant meetings with one-click.
• Scheduling meetings.
• Joining meetings.
• Accessing the Conference Manager.
  

MODERATOR

To start an instant meeting, click the Unified Meeting desktop icon located in your taskbar and select Start Meeting.

Select how you would like to join the voice portion of your meeting in the first Quick Start menu and click Next.

Select what you would like to do first when your meeting starts (i.e., Show Presentation, Share Application, etc.) in the second Quick Start menu and click Finish.

PARTICIPANTS

1. To join a meeting, click the Unified Meeting desktop icon located in your taskbar and select Join Meeting.

2. Enter the moderator’s user login and click Join Meeting as Participant.
3. Enter your display name, select how you would like to join the voice portion of the meeting in the Quick Start menu and click Join Meeting.

Note: Moderators can also send a Quick Invite through instant messenger or email using the Quick Invite in-meeting shortcut toolbar. Participants simply click the link to join the meeting.

Add further security to your meeting by closing the meeting room door.

Once the meeting room door is closed, the moderator can screen participants in the waiting room, and then provide them access to the meeting one at a time.

You will be notified of an incoming participant by the desktop icon prompt.

You can accept or reject an incoming participant by either:

Clicking the corresponding link in the desktop icon prompt.

Right-clicking the incoming participant’s number/name.

Note: By default the door to the meeting is closed.

Voice Status Icons

The moderator can always see the voice status of the participants in the Participant panel.

 

	Standard voice icon The participant (or moderator) is currently in the main voice meeting room.
	Active speaker icon The participant (or moderator) is currently speaking, or it may indicate background noise coming from this line.
	Muted line icon The participant cannot be heard when his/her line is muted.

Mute/Unmute Participants

Click the voice iconnext to the participant’s name to mute or unmute that participant.

To mute/unmute all participants at once, click Mute/Unmute All.

DIAL OUT TO PARTICIPANTS

Click Dial Out and the Dial Participant window will appear. Enter the name and telephone number of the participant to call and click Dial. (Be sure there are no spaces or invalid characters between the numbers).

You can also choose from your Address Book Contacts by clicking Address Book.

Moderators can easily show a PowerPoint presentation to participants using the web.

BEFORE THE MEETING

1. Click your desktop icon and select Enter Conference Manager.
2. At the Conference Manager page, click Resources and select Presentations.
3. At the Presentation Upload page, click Upload Presentation.
4. Browse and select the file you want to upload, and then enter the presentation name.
5. Check Convert slides to images (no animations) if you are using PowerPoint 2007.

 

 

 

 

During your meeting

1. In the Show panel, select Presentation and choose your presentation from the drop-down menu. It will load automatically.
2. Click the slide preview thumbnails or use the forward and back buttons to navigate through your presentation.
3. Click the slide being displayed to proceed to the next slide.

Note: You can also upload a presentation file here during your meeting. Simply click Browse and select the file you wish to upload.

Share and collaborate on files and applications with your participants directly from your desktop.

1. In the Show panel, select File or Application and choose the application(s) you would like to show to participants.
2. All applications currently open will be listed. If the application you want to share is not listed, click Browse and select the file.
3. Maximize the application on your screen.
4. Check the application(s) to begin sharing.
5. Alternatively, click Entire Desktop to share all applications open on your computer. Everything on your screen will be visible to your participants.

Note: You can click the shared application to hide the moderator control panel. Simply click the Unified Meeting tab on the right-hand side of your screen for the control panel to reappear on top of the application.

GRANTING CONTROL TO PARTICIPANTS

Participants can be granted control to manipulate an application the moderator is sharing from their pc. This does not promote them to a presenter role, but allows them to edit the moderator’s shared application.

To grant control to a participant:

1. Right-click the name of the participant you wish to grant control.
2. Select Grant Control of Desktop / Application.
3. The participant will receive a notification to take control by clicking her mouse.

To revoke control from a participant at any time, simply click your mouse.

PROMOTING PARTICIPANTS TO PRESENTER

Participants can be promoted to a Presenter during a meeting so they can share content from their own computers and push slides in Presentation mode. *

To promote a participant to Presenter:

1. Right-click the name of the participant you wish to promote.
2. Select Promote to Presenter.
3. The participant will receive a notification that he has been promoted to the role of Presenter.

To revoke control and demote a Presenter to participant, simply right click the participant’s name and select Demote to Participant.

Note: Participants must install the Unified Meeting application in order to be promoted to Presenter.

Share and collaborate on files and applications with your participants directly from your desktop.

1. In the Show panel, select File or Application and choose the application(s) you would like to show to participants.
2. All applications currently open will be listed. If the application you want to share is not listed, click Browse and select the file.
3. Maximize the application on your screen.
4. Check the application(s) to begin sharing.
5. Alternatively, click Entire Desktop to share all applications open on your computer. Everything on your screen will be visible to your participants.

 

Note: You can click the shared application to hide the moderator control panel. Simply click the Unified Meeting tab on the right-hand side of your screen for the control panel to reappear on top of the application.

GRANTING CONTROL TO PARTICIPANTS

Participants can be granted control to manipulate an application the moderator is sharing from their pc. This does not promote them to a presenter role, but allows them to edit the moderator’s shared application.

To grant control to a participant:

4. Right-click the name of the participant you wish to grant control.
5. Select Grant Control of Desktop / Application.
6. The participant will receive a notification to take control by clicking her mouse.

To revoke control from a participant at any time, simply click your mouse.

PROMOTING PARTICIPANTS TO PRESENTER

Participants can be promoted to a Presenter during a meeting so they can share content from their own computers and push slides in Presentation mode. *

To promote a participant to Presenter:

4. Right-click the name of the participant you wish to promote.
5. Select Promote to Presenter.
6. The participant will receive a notification that he has been promoted to the role of Presenter.

 

To revoke control and demote a Presenter to participant, simply right click the participant’s name and select Demote to Participant.

Note: Participants must install the Unified Meeting application in order to be promoted to Presenter.

Unified Meeting integrates with Reservationless-Plus® to provide an on-demand audio conferencing solution that allows you to initiate a conference call 24/7 without the need to make a reservation or rely on an operator.

Starting a Reservationless-Plus Conference Call

1. Dial your Reservationless-Plus dial-in number.
2. When prompted, enter your conference code followed by #.
3. When prompted, press * to identify yourself as the leader, then enter your leader PIN followed by #.
4. Press 1 to begin your conference or press 2 to change your default conference options.
5. If the security pass code option is enabled you will be prompted to enter the pass code at this time.

Joining A Reservationless-Plus Conference Call

1. At the specified time, dial the Reservationless-Plus dial-in number provided by the moderator.
2. When prompted, enter the conference code followed by #.

Audio Keypad Commands

Control your conference call with a touch of a button on your telephone keypad.

*0	Operator assistance - conference
00	Operator assistance - individual
*1	Dial-out to a participant - moderator only
*2	Begin/end conference record - moderator only
*3	Change entry/exit method (recorded names, tones, silence) - moderator only
*4	Private roll call
*5 / #5	Mute/unmute all lines except leader's - moderator only
*6 / #6	Mute/unmute your own line
*7 / #7	Lock/unlock conference (including operator) - moderator only
*8	Allow/disallow conference continuation - moderator only
*9	Start/join sub-conferencing
11	Bypass hold music to enter leader PIN and start call as leader
*51 / #51	Lecture mode on/off - moderator only
#99	Disconnect all lines except leader’s - moderator only
*#	Private participant count
**	List available keypad commands