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V-CUBE Meeting. User Manual for Teleconference Integration. V-cube, Inc. 2013/12/20

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V-CUBE Meeting User Manual for Teleconference Integration V-cube, Inc. 2013/12/20 This document is a user manual that explains how to use the teleconference integration function, which is one of the functions
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V-CUBE Meeting User Manual for Teleconference Integration V-cube, Inc. 2013/12/20 This document is a user manual that explains how to use the teleconference integration function, which is one of the functions of the V-CUBE Meeting web conferencing system V-cube, Inc. All Rights Reserved. Revision history Revision date Contents 2013/12/20 Added function to allow mutual communications between VoIP voice and teleconference voice, and changed user interface associated with the addition. Corrected images 2012/05/16 Corrected images 2011/12/22 Added function to allow dialling to and dialling from overseas telephone numbers. Changed user interface associated with addition of above function. Corrected images 2011/09/15 First version 2013 V-cube, Inc. All Rights Reserved. Contents 1 Teleconference Integration About this Manual Overview of Teleconference Integration Using Teleconference Integration Method for Participating in Teleconference About Dial In Procedures for Using Dial In Characteristics of Dial In About Dial Out Procedures for Using Dial Out Characteristics of Dial Out Fee for Teleconference Usage Preparing Teleconference Logging In Logging In to Admin Page Setting Teleconference Batch Setup for All Meeting Rooms Setup for Each Meeting Room Scheduling of Web Meeting and Use of Teleconference Viewing Contents of Scheduled Web Meetings Entering a Meeting Room Entering Web Meeting Directly Entering a Room via an Invitation Participating in a Teleconference Participation Method Participating in Meeting by Dial In Participating in Meeting by Dial Out Display and Functions of Web Meeting Room during Participation via Teleconference Checking the Participants Removal of Participants from Conference Selecting and Removing Participant Removing All Participants Leaving a Teleconference V-cube, Inc. All Rights Reserved. 1 Teleconference Integration 1.1 About this Manual This manual provides instructions on how to use the teleconference integration function, which is one of the functions of the V-CUBE Meeting (or Meeting ) web conferencing system. 1.2 Overview of Teleconference Integration You can use teleconference integration (or Teleconference ) by two methods: dial in, by which you participate in the meeting by making a call to a specified telephone number and entering the pass code; and dial out, by which you participate in the meeting by making a call to the specified telephone number through the web meeting page and then receiving a call. For the web meeting service for ordinary meeting usage, we have been offering the VoIP voice communication system (or VoIP ) over the Internet, but the communication quality can depend on the quality of the Internet line. The Teleconference, due to its use of telephone line, offers voice communication with more stable quality than VoIP and enables you to have international conversations with almost no delay. It is possible to use this function from a land-line telephone in your office or home, as well as from a mobile phone, and to have a Teleconference at a given location, rather than via a one-to-one connection. In addition, this function enables mutual communication between VoIP users and Teleconference participants, and offers web meeting with stable voice communication in any environment. Note 1. The V-CUBE's Teleconference does not offer mutual communication with teleconference services provided by other service providers. Note 2. If you have set Teleconference to Disabled in the Room Settings on the Admin Page, you cannot use Teleconference. 1.3 Using Teleconference Integration This function can be used in the meeting room provided with the Teleconference Integration function. To confirm the contents of the contract, please contact our sales person in charge. Note 1. If you are using the former version (ver ) of V-CUBE Meeting, this function is not applicable. Please note that provision of the Teleconference Integration option offered in the former version (ver ) has finished V-cube, Inc. All Rights Reserved 2 Method for Participating in Teleconference You can participate in Teleconference by two methods: dial in and dial out. 2.1 About Dial In Dial in refers to a system in which a Teleconference participant makes a phone call from his/her land-line telephone or mobile phone to the specified telephone number and enters the pass code to participate in the conference Procedures for Using Dial In (1) Make a phone call from your telephone to the specified telephone number. (2) Select the language you want to use (to select Japanese, enter 1 and #; to select English, enter 2 and #). (3) Following the voice guidance, enter the specified pass code and # Characteristics of Dial In Each participant pays the fee for connection to the access point, but the service fee is less expensive than dial out, making dial in the most cost-effective participation method. If each participant selects the nearest access point, the telephone fee can be kept low. In addition, you can use a freephone depending on the setting. If you use a freephone, the conference organiser pays the telephone fee for connection to the access point and invoices the fee to the company under contract together with the service fee at a later date. Note 1. For the fee, please contact our sales person in charge. Note 2. Teleconference participants who use PHS, on-train public phones, 050 IP telephone and overseas telephone lines cannot use the navigation-service numbers in Japan beginning with '0570'. 2.2 About Dial Out Dial out refers to a system in which a participant logs onto web meeting page to have the Teleconference server call the specified telephone number, and his/her telephone receives the call enabling him/her to participate in Teleconference Procedures for Using Dial Out (1) Enter the telephone number on the web meeting page to make a phone call. (2) Pick up the telephone when it rings. (3) Following the voice guidance, enter 1 and # Characteristics of Dial Out Unlike dial in, it is not necessary to enter the pass code. Therefore, if the telephone you use for Teleconference can directly receive calls from outside, dial out is the easiest participation method. The conference organiser pays the telephone fee for connection to the access point and invoices the fee to the company under contract together with the service fee on a later date. It is not possible to dial out to overseas telephone numbers. Note 1. For the fee, please contact our sales person in charge V-cube, Inc. All Rights Reserved 3 Fee for Teleconference Usage The following fees will be charged according to the number of lines used in each meeting and the communication time (in minutes) for each line: 1. Telephone bill (telephone call fee) for connection to access point (a) Dial in (local): paid by participant (b) Dial in (freephone): paid by conference organiser (company under contract) (c) Dial out: Paid by conference organiser (company under contract) 2. Service fee The service fee is paid by the conference organiser (company under contract) regardless of the participation method. Note 1. For the fee, please contact our sales person in charge. 4 Preparing Teleconference Set whether this function will be used or not in the Administrative Menu for meeting. 4.1 Logging In To use the Teleconference function, first log in to the meeting. Step 1. Type http://meeting.nice2meet.us in your browser address bar to access the login page. Step 2. Enter your User ID and Password. After entering your User ID and password, select your current location and click the Login button. Note 1. You will receive a user ID and password allowing you to use Meeting after you have entered into a contract V-cube, Inc. All Rights Reserved 4.2 Logging In to Admin Page After you logged in to the meeting, log in to the Admin Page. Step 1. Click the Admin Page link at the lower right of the page. Step 2. Enter the Admin password, and click the Login button. You have now logged in to the Administrator page. Note 1. For detailed operations of the Admin Page, refer to 'V-CUBE Meeting Manual 6' V-cube, Inc. All Rights Reserved 4.3 Setting Teleconference On the Admin Page, set whether Teleconference will be used or not. Note 1. Enabled is selected by default Batch Setup for All Meeting Rooms If there are multiple meeting rooms, you can configure the settings of all meeting rooms at once. Step 1. Click the GO button in the Room Settings section. Step 2. Click the Set up for all meeting room button. The Collective Setting for All Meeting Room page will appear. Step 3. In the Teleconference section on the Collective Setting for All Meeting Room page, select the Enabled option. Note 1. Enabled is selected by default. Note 2. If you select Disabled, you cannot use the Teleconference function in the meeting you hold. Step 4. Set the method for participation in Teleconference. Note 3. The participation method for which Disabled is selected cannot be used in the meeting you hold V-cube, Inc. All Rights Reserved Step 5. Click the Change button at the lower part of the page. Step 6. Click the OK button in the confirmation dialogue box. You have now made the setting for all meeting rooms Setup for Each Meeting Room If there are multiple meeting rooms, you can configure the settings of each meeting room. Step 1. Click the GO button in the Room Settings section. Step 2. Click the Edit button for the meeting room whose settings you want to change. The Edit Room Settings page will be displayed V-cube, Inc. All Rights Reserved Step 3. In the Teleconference section, select Enabled option. Note 1. Enabled is selected by default. Note 2. If you select Disabled, you cannot use the Teleconference function in the meeting you hold. Step 4. Set the method for participation in Teleconference. Note 3. The participation method for which Disabled is selected cannot be used in the meeting you hold. Step 5. Click the Change button at the lower part of the page. Step 6. Click the OK button in the confirmation dialogue box. You have now made the setting for telephone integration of each meeting room. You have now made settings on the Admin Page V-cube, Inc. All Rights Reserved 4.4 Scheduling of Web Meeting and Use of Teleconference This section shows how to schedule web meeting and use Teleconference. Note 1. For details of method for participation in meeting room, scheduling function and participation method using invitation , refer to the 'V-CUBE Meeting User Manual 2, 3, 4'. Step 1. Go to the Reservation page. The Reservation page is accessed by clicking the Reservation tab on the Main page or the Schedule Meeting link at the bottom of the meeting room. Using the Reservation tab Click the Reservation tab in the main menu. Using the Schedule Meeting link Click the Schedule Meeting link. This displays the Schedule Meeting page. Step 2. Select the meeting room to schedule for a meeting. Note 2. These are the settings when there is more than one meeting room. They are not required when your contract only allows one meeting room. Note 3. The icons displayed next to the meeting room name show the associated options for that room. Step 3. Select the date and time to schedule a meeting. 1) 2) (1) Set the date, start and finish times for the meeting V-cube, Inc. All Rights Reserved Click the calendar icon ( ) to set the start date for the meeting from the displayed calendar. Note 4. This calendar is based on the date settings of the computer you are using. (2) Set the time difference from GMT. Make your selection from the pull-down menu or type in your region and click the Narrow with region button to filter your search. Step 4. Enter the meeting room name. Step 5. Configure the invitation setting. Invitation Settings is selected by default. Deselect the check box if you do not want to send invitation s and instead move on to schedule the meeting. If you want to configure the invitation settings, make the necessary entries. Step 6. Set whether to send a reminder . Selecting this option will cause the invitation to be resent an hour or two before the meeting starts. Note 5. The reminder will not be sent when there is less than an hour before the meeting starts at the time when the meeting is scheduled. Step 7. Configure the HTML setting for invitation s. You can send invitation s in HTML format by selecting the check box. Note 6. Once disable is selected for HTML Mail Settings in Invitation Settings on the Admin Page, the HTML section will not appear on the Schedule Meeting page. Step 8. Enter the data for the people you want to invite. There are two ways to enter information about the people you are inviting: using your address book or by directly entering their information V-cube, Inc. All Rights Reserved Using your address book 1) Click the Address Book button. 2) You can select the members to invite from either the Members tab or the Address Book tab. Select the check boxes by the names of the members you want to invite. Note 7. Members refers to users registered as members on the Administrator page. Use the Administrator page to edit or delete these if required. Information on members registered in the normal address book can be edited or deleted on the Address Book page. 3) Select the user type for the invitation (normal user or Audience participant) and click the Add button. Note 8. The upper limit to the number you can invite, for both normal users and audience users, depends on the number of meeting rooms allowed in the plan in your contract. 4) To change the settings for the invited members, use the pull-down menus for the settings for each member. Note 9. You can only change the type when the Audience option is available V-cube, Inc. All Rights Reserved Direct entry Note 10. Some plans may not allow the use of this function ) Enter the person s name. 2) Enter the person's address. 3) Select the language the person being invited will use. 5) Select the type. Note 11. You can only change the type when the Audience option is available. 7) Use this option when you want to invite more than one person. Click to add a new line. Note 12. The upper limit to the number you can invite, for both normal users and audience users, depends on the number of meeting rooms allowed in the plan in your contract. 7 4) Select the time zone for the person being invited. 6) Click the button to delete the information for the person in that row. Step 9. Enter the inviter s name, address and message To save the inviter s name and address, select Remember this. This information will be displayed the next time you schedule a meeting. Step 10. Set up the organiser. Use this option when the organiser of the meeting and the inviter of the invitation s are different. (Example: when the meeting is being scheduled by someone on behalf of the organiser) Select the Same as Inviter check box. Alternatively, select the Enter organizer Information check box, enter the name and address of the organiser and set up the language and time zone. To save the organiser s name and address, select Remember this. This information will be displayed the next time you schedule a meeting V-cube, Inc. All Rights Reserved Step 11. Set a password. Selecting the Password Settings check box will allow you to set both a password to enter when entering a scheduled meeting room and a password to enter when viewing the recorded data and whiteboards after the meeting has ended, as well as an archive password. If you have set a password, it will be included in the invitation s sent to the meeting participants. Note 13. Selecting Required password for archives in the meeting use restrictions (Meeting Room Restriction) in security settings (Setting) on the Administrator page will mean that passwords will have to be entered, and Disabled option cannot be selected when scheduling a meeting. Step 12. Set the Teleconference option. To use Teleconference, select the Teleconference check box and then set the method for participating in Teleconference. Note 14. If Teleconference is set to Disabled on the Admin Page, The use of teleconference is disabled by the administrator setting. The setting needs to be enabled with the consent from the administrator. message will be displayed and the method for participation in Teleconference will be set to the Disabled option. Enabled cannot be selected. Step 13. Enable/disable functions (Feature Restriction). Selecting Disabled with the Feature Restriction check box will allow you to enable/disable the optional functions included in your contract: in-meeting invitations (Invite from meeting room), video recording (Record) and file transfer (File sharing). The functions can be enabled/disabled on a scheduled meeting basis. Note 15. If you set Disabled for the video recording function (Record meeting) in the meeting room settings (Room Settings) in the Administrator page and set file transfer (File Sharing) to Disabled, video recording and file transfer cannot be used. Step 14. Set whether to upload documents before the meeting (Upload File). Selecting the Upload File check box will allow documents to be uploaded ahead of time to the whiteboard for the scheduled meeting. If you do not need to perform Upload File setup, proceed to the next step without selecting the check box. Using documents saved on your computer (1) Click the Browse button, select a file from the file selection dialogue box and click the Open button. (2) Select Normal or High quality V-cube, Inc. All Rights Reserved When High quality is selected, the details of the uploaded documents such as words and diagrams can be displayed more clearly than when uploaded normally. (3) Enter a file name Note 16. Up to ten files can be uploaded in advance. Supported file formats and file size can be displayed and checked when you move the cursor over? on the right side of Upload File. Note 17. If you select High quality, it may take longer to convert the file for uploading onto the whiteboard. Note 18. You can choose between Normal and High quality modes to convert Word files that you upload. Note, however, that Track Changes data is not displayed in the High quality mode. Select Normal mode if you need to display Track Changes data. Note 19. Note that you cannot upload password-protected files. Using documents saved in the storage (1) Click Upload from Storage. 1 (2) Select the check boxes next to the files you want to upload. (3) Click the Add button. Note 20. The files need to be uploaded in the Manage Storage page in advance. Both the shared storage and personal storage are displayed when you log in and schedule a meeting with your member ID. The following example shows a view after logging in with a user ID V-cube, Inc. All Rights Reserved 4) Enter a file name. 4 Note 21. Up to ten files can be uploaded in advance. Note 22. Files saved on the personal whiteboard (with the.wbs extension) cannot be selected. Step 15. Click the Submit button after all settings have been made. This displays the details of the scheduled meeting. Step 16. Set whether the addresses of the participants will be registered in the Address Book. If you select the Add this contact to your Address Book check box, the selected addresses are registered to the Address Book. The addresses registered in the Address Book can be used when scheduling the next meeting. Deselect the check boxes if you do not wish to register the addresses. Note 23. The option Add this contact to your Address Book along with the check box are not displayed for addresses that are already registered in the Address Book. Step 17. Click the Submit button. If the details are correct, click the Submit button. This completes the process for scheduling a meeting V-cube, Inc. All Rights Reserved 4.4.1 Viewing Contents of Scheduled Web Meetings On the Meeting Details page, you can check the dial in number to be used for Teleconference and participant pass code. If notice of the meeting has been sent to participants, the information ab
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