Cisco TELEPRESENCE MCU ACCESSING CONFERENCES

Cisco TelePresence MCU

Accessing Conferences

Getting started

14523.02

Contents

Introduction ................................................................................................................................ 3

Calling in to conferences ....................................................................................................... 4

Dialing in using a hardware video endpoint .................................................... 4

Dialing in using a software video endpoint ...................................................... 4

Dialing in using an audio-only telephone ......................................................... 5

The conference welcome message ...................................................................... 5

Using an auto attendant ........................................................................................................6

Calling an auto attendant ........................................................................................ 6

Navigating the auto attendant menu ................................................................. 6

Joining a conference ................................................................................................. 7

Creating a new conference ..................................................................................... 8

Accessing other auto attendant menus ............................................................. 8

Leaving a conference ................................................................................................ 8

Using in-conference features ............................................................................................... 9

Controlling conference views ................................................................................ 9

Selecting participants ..............................................................................................10

Controlling another participant’s camera ........................................................11

The zoom out menu .................................................................................................12

Muting your endpoint .............................................................................................12

Understanding in-conference status icons ...................................................................14

Disclaimers and notices ........................................................................................................15

Introduction

This guide provides information on Accessing Conferences using Cisco TelePresence

MCU 4500 series, MCU 4200 series and MCU MSE series products with software

release 4.0 onwards. Throughout this guide, the term MCU refers to all MCU series.

Calling in to conferences

When you dial into a conference you can connect directly to your conference or into a

menu that presents you with a series of options (called an auto attendant). From the

auto attendant you can select the conference you want to join.

You can join a conference/auto attendant in three ways. Using a:

hardware video endpoint

software video endpoint

audio-only telephone

Dialing in using a hardware video endpoint

Your system administrator will provide you with a number that will either connect you

to the auto attendant or connect you directly to your conference. If there is a PIN you

will be prompted to enter it.

Dialing in using a software video endpoint

If you have a webcam and microphone you can dial into a conference using a software

video endpoint from your computer.

You can dial into a conference using one of two software video endpoints: Cisco

TelePresence Movi and Cisco TelePresence ConferenceMe.

Dialing into a conference using Movi

Your system adminstrator will provide you with an address to use with Movi. The

address will take the format <e164_number>@domain.name or,

<conference_name>@domain.com.

To join the conference using Movi, type the address into the address bar of Movi and

press Enter. To enter a PIN, click the keypad icon and enter the PIN followed by a ‘#’.

Press Enter.

On all endpoints you must always press the pound/hash key (#) after

entering a conference PIN.

This guide assumes that Movi and/or ConferenceMe are already

installed. See the individual products documentation for information on

how to install Movi and/or ConferenceMe.

Calling in to conferences

Dialing into a conference using ConferenceMe

Your system adminstrator will email you a HTTP link to use with ConferenceMe. The

link will take the format

http://domain.name/conferencename

To join the conference using ConferenceMe, click the link in the email. If you are set up

to automatically join conferences, ConferenceMe will load and you will be connected to

your conference. Alternatively, a web browser will open; select Click here to join the

conference using ConferenceMe. ConferenceMe will load and you will be connected to your

conference.

To enter a PIN, use the number keys on your keyboard and press Enter.

Dialing in using an audio-only telephone

If your telephone system allows calls to the MCU, you can use your regular telephone to

join conferences as an audio-only participant. Dial the telephone number provided by

your system administrator followed by a ‘#’. This will either connect you to an auto

attendant (where you will need to enter the conference ID) or directly into your

conference. If a PIN is required, you will be prompted to enter it.

The conference welcome message

Your conference administrator can configure a welcome message on the MCU and a

duration for that message. If there is a welcome message, you will see it at the bottom of

your endpoint's display when you join a conference.

Using an auto attendant

Your system administrator may have set up an auto attendant for you to use to join

conferences. Auto attendants simplify the way you can join conferences. An auto

attendant presents you with a series of menus from which you can choose to:

join a conference

create a new conference

access other auto attendant menus

Calling an auto attendant

Your system administrator should provide you with information about which method

you should use to call an auto attendant. There are typically three ways to call an auto

attendant using your video endpoint. Using an:

IP address (for example, 10.2.123.123)

Host name (for example, hostname.companyname.com)

Standard E.164 number

Navigating the auto attendant menu

When you connect to the MCU, the main menu will display on your video screen, and

you will hear the audio instructions.

You can navigate the auto attendant menu in two ways. Using:

Far-End Camera Controls (FECC)

Dual Tone Multi Frequency (DTMF)

Navigating the auto attendant using FECC

The remote control of your video endpoint will provide Far-End Camera Control

(FECC) as arrow buttons (that is up, down, left and right arrows).

Use the Up and Down arrows to highlight the option or item you require; use Right to

make your selection. To return from a previous menu from a sub-menu, use Left.

To jump to the end of the menu if you are at the start, press Up. Similarly to jump to the

start if you are at the end, press Down. A scroll bar in the bottom right of the auto

attendant screen indicates where you are in the menu (the scroll bar only appears if the

list of conferences is too long for the video screen). You can jump to the start from any

point in the menu by pressing #2. Similarly, you can jump to the end from any point in

the menu by pressing #8.

Using an auto attendant

By default, the number keys on your endpoint are used to join a conference by dialing

its numeric ID, followed by a '#'. If a conference has both a Numeric ID and a Guest

numeric ID set, you may enter either ID, and will join the conference as either a

chairperson or guest as appropriate. As you start to enter a numeric ID, the sequence

you have typed will be shown at the base of the auto attendant screen. You may cancel

the numeric ID entry (for instance to correct an error) by pressing '*'.

Navigating the auto attendant using DTMF

In an auto attendant, you can use the number keys on your endpoint to navigate through

the menus; this is called ‘DTMF navigation mode’.

DTMF navigation mode enables you to use the number keys 2, 4, 6, and 8 in the place

of up, left, right, and down respectively.

To enter DTMF navigation mode, press the pound/hash key twice as follows:

The message ‘DTMF menu navigation enabled’ appears briefly at the bottom of the auto

attendant display.

To exit DTMF navigation mode, press the pound/hash key twice as follows:

The message ‘DTMF menu navigation disabled’ appears briefly at the bottom of the

auto attendant display.

When in DTMF navigation mode, you will not be able to use the number keys to enter

the numeric ID of a conference.

Joining a conference

The auto attendant’s menu displays a list of all permanent conferences and any

conference that is scheduled to take place at this time. Conferences are listed

alphabetically by name.

Select your conference using either FECC or DTMF navigation.

If you do not see the conference that you want to join, verify the conference name, start

time, and that your system adminstrator has enabled the conference on the auto

attendant. If your conference does not appear on the auto attendant and you know the

conference ID, you can type in the conference ID followed by hash/pound (#) to join

the conference.

Using an auto attendant

Creating a new conference

If you system adminstrator allows it, you may be able to start a new conference that

takes place immediately, known as an ad-hoc conference.

To create a new conference, select Create new conference from the auto attendant

menu. You will need to assign a conference ID and optional PIN (to restrict access to

the conference). If you do not want to enter a PIN, press the pound/hash key (#) at the

enter PIN voice prompt.

When you have created the conference, other participants can join (refer to Calling in

to conferences on page 3).

Accessing other auto attendant menus

The auto attendant may have links to one or more auto attendants giving you access to

additional conferences.

Leaving a conference

When the conference ends, you will be automatically disconnected from the

conference. If you want to leave the conference before it’s scheduled end time, you can

simply hang up/disconnect the call using the disconnect button on your endpoint.

To disconnect a call when using ConferenceMe, simply close the application using the

Close button in the top right corner of the window.

To disconnect a call when using Movi, either click the Close button in the top right

corner of the window, or click the Disconnect button.

Returning to the auto attendant

If you joined the conference from an auto attendant and want to return to the auto

attendant:

if you are using FECC, press zoom out. A menu is displayed; choose Return to

auto attendant

if you are using DTMF tones, press 7. The zoom out menu is displayed. Press 8 to

navigate down through the options until you select Return to auto attendant.

Press 6 to choose that option

It is not possible to access the auto attendant menu using ConferenceMe or Movi.

Using in-conference features

After you join a conference, you can control many conference features directly from

your video endpoint. Using FECC or DTMF navigation you can:

Control conference views

Select participants

Control a participant’s camera

Controlling conference views

The default behavior of the Cisco TelePresence MCU is to display the "loudest"

participants in the most prominent layout panes. If there are more contributors than

there are panes available, then the "quietest" participants are not shown.

When you join a conference, it is possible to control the way participants display on the

video screen. Typically you can choose from two primary groupings of layouts:

Same-size panes — in these formats, all conference participants display in the

same size pane on the video screen and thus have the same level of focus or

importance. For example, a conference with four participants might display each in

a pane sized to be a quarter (1/4) the size of your video screen.

Variable-size panes — in these formats, conference participants display in various

pane sizes on the video screen depending on their “importance”. For example, a

layout might display the participant who is speaking in a pane larger than the other

conference participants. Or, you might choose to focus on a particular participant

Typically, you will use the navigation keys on your endpoint to scroll through the

available conference views.

When you are scrolling through the available conference views, icons will appear on the

screen. The table below describes the icons that appear on-screen:

Controlling conference views using a hardware endpoint

You can control the conference view using FECC. If FECC is not available on your

endpoint, DTMF navigation is automatically enabled.

Icon Meaning

You have stopped scrolling through the layout views

You are scrolling up/down through the layout views

Using in-conference features

If you are using FECC use the Up/Down keys to scroll through the available conference

views.

If you are using DTMF navigation use the 2/8 keys to scroll through the available

conference views.

Controlling conference views using ConferenceMe

When using ConferenceMe you can control the conference view in the same way as you

would using a hardware endpoint.

Use the Up/Down keys on your keyboard to scroll through the available conference

views.

Alternatively, you can select Next MCU layout from the right-click menu.

Controlling conference views using Movi

When using Movi you can use the DTMF keypad to control conference views.

Use the 2/8 keys on the keypad to scroll through the available conference views.

Selecting participants

When viewing a conference with variable-size panes, you can choose which participant

to display in the larger panes on the video screen; when viewing a conference with

equal-sized panes, you can choose which participant displays in the top left pane.

When you are scrolling through participants, icons will appear on the screen. The table

below describes the icons that appear on-screen:

Selecting participants using a hardware endpoint

You can select participants using FECC. If FECC is not available on your endpoint,

DTMF navigation is automatically enabled.

If you are using FECC use the Left/Right keys to scroll through participants.

If you are using DTMF navigation use the 4/6 keys to scroll through participants.

Icon Meaning

Speaking participant has the focus

You are scrolling through the participants

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