Instruction/ maintenance manual of the product Integrated Conference Bridge Nortel Networks
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Norte l Networks Communication Ser ver 1000 Nor tel Networks Integrated Conference Bridge User Guide Title page.
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Revision history 3 Revision histor y July 2004 S tandard 1.00. This document is issued to support Nor tel Networks Integrated Conference Bridge Release 4.
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Contents 5 Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 User levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Integrated Conferenc e Bridge interf aces . .
Contents 6 Microsoft Outlook User Interface . . . . . . . . . . . . . . . . . . . . 48 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents 7 Using the participant TUI commands . . . . . . . . . . . . . . . . 75 Adjusting audio volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Recording a conference-specific greeting . . . . . . . . . . . . . . . 77 Creating an “ad hoc” conference .
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Introduction 9 Intr oduction Nortel Networks Integrate d Conference Bridge allows users to schedule and administer multiple , simultaneous conferences using a web, telephone, or Microsoft® Outlo ok® user interface.
Introduction 10 Browser User Interface The ICB Brow ser User I nterface (BU I) offers on e set of con figuration options for administrato rs and a s econd set fo r other us ers. • For information about BUI options for administrator s, refer to Nortel Networks Integrated Confere nce Bridge Administrator Guide.
Browser User Interface 11 Br owser User Inter face Accessing the BUI This section contains instructions on accessing the BUI and changing the user passwo rd. General information The ICB BUI supports open access from anywhe re on the Internet, including gateways and firewalls.
Browser User Interface 12 Note: By default, the ICB Login window has a generic image. Administrators can remove or replace this image. Figure 1: ICB Login window 2. Bookmark this UR L for future us e. 3. Click LOGIN . The Network Password window opens.
Browser User Interface 13 Figure 2: Network Password window 4. Enter your use r name in the User Name field. • To log in as chairperson, enter the cha irperson access number (this is the same number the chairperson dia ls when joining the conference from a telephone) .
Browser User Interface 14 Figure 3: Change Password window 3. Enter the current password in the Enter current password field. 4. Enter the new passwor d in the New password field. 5. Reenter the new password in the Confirm ne w password field. 6. Click Submit .
Browser User Interface 15 Figure 4: Conferenc e List window The controls and fields in this window are described in Tab le 1. T able 1: Components of Conference List window (Par t 1 of 2) Component Description New Conference Click to set up a new ICB conference.
Browser User Interface 16 Duration Conference duration. Th is field is emp ty for permanent confer ences. Dialing access Conf erence access num ber (DN). Chairperso n access Chairperson access nu mber (DN). Owner Name of the person wh o owns the conferen ce.
Browser User Interface 17 Title frame The title frame sits at the top of the Conference Lis t window and all ICB windows (see Figure 5). It contains the following buttons: • Print — Sends the current window to the printer . • Logout — Terminates the se ssion and re turns the user to the ICB Login window (see F igure 1 on page 12 ).
Browser User Interface 18 Figure 6: Schedule a New Conferenc e window 3. Configure the pa rameters in the General section: a. In the Subject field, enter up to 20 characters of text that describes the purpose of the conf erence (optional). By default, this field is empty.
Browser User Interface 19 Figure 7: Schedule a New Conferenc e — Free Por ts V iew d. Select Dual meeting . This link appears only on the primary ICB card in a d ual-card set . It is not shown in Figure 6 on page 18 . If selected, a Dual Meeting window opens.
Browser User Interface 20 Figure 8: Select Date window f. In the Owner ID field, enter the User ID of the person scheduling the conference and who has p ermission to edit or delete the conference . The field defa ults to the User ID of the user logge d in to the BUI.
Browser User Interface 21 Figure 9: Search for a owner ID wi ndow g. In the Chairperson field, enter the name of th e chairperson for the user’s reference. The default value is the User Name corresponding to the User ID in the Owner ID field, but you can edit it as re quired.
Browser User Interface 22 5. Configure the access numbers in the Access Numbers section. Select one of the following options: a. Select Automat ically assig ned . The system automatically selects the DN pair. This is the default option. b. Select Choose a number , and select a numb er pair from the drop-down list.
Browser User Interface 23 Figure 10: Schedule a Ne w Conference — Options a. In the Password section, create a password for conference participants and the chairperso n (optional).
Browser User Interface 24 • Automatically assigned pa ssword — The system automatically generates the pa ssword. The length of the password is config ured by the admi nistrator and can be from 4 to 8 digits. • Choose a password — Enter a 4- to 8-digit password in this field.
Browser User Interface 25 conference ID and passw ord. Othe rwise, the sys tem uses the default language. iii. Select Add ports if needed to have the system reserve additional ports to accommodate unanticipated participants. The system adds ports only if ava ilable (that is, if they are not reserved for another conference).
Browser User Interface 26 Figure 11: Conference Details window for a one-time conference 8. Do one of the following: • Click OK to return to the Conference List window. • Click Edit Conference to make any changes to the co nference (see “Editing a conferen ce (one-time or recurring)” on page 31) .
Browser User Interface 27 2. Click the Copy icon (pages) for the conference you are copying in the Conference List window (see Figure 4 on page 15). The Schedule a New Conference window opens ( see Figur e 6 on page 18 ), with all the parameters of the selecte d conference.
Browser User Interface 28 Scheduling a new re curring conference 1. Log in to the BUI. See “Accessing the BUI” on page 11. 2. Select New Conference in the Conference List window (See Figure 4 on page 15). The Schedule a New Conference win dow opens.
Browser User Interface 29 Figure 12: Conference Dates window 5. Click Return to return to the Schedule a New Conference window , and adjust the recur rence parameters if necessary. 6. Click Set C onference . After the co nference det ails are saved, the Conference Details window opens (see Figure 13 on page 30 ).
Browser User Interface 30 Figure 13: Conference Details window for a recurring conference 7. Click OK . Scheduling a recurring conf erence by copying and reconfiguring a conference Follow the steps below to schedu le a new recurring conference by copying an existing conference and reco nfiguring its parameters as appropriate .
Browser User Interface 31 3. Configure the standard con ference parameters as appropriate for th e new conference . See steps 3 to 6 of “Schedulin g a new one-time conference” on page 17 for instructions on configuring the parameters. Note: In the Access Numbers section, select Choose a Number and select a DN pair , if not already selected 4.
Browser User Interface 32 An active conference can be edite d, but only the following fields can be changed: • number of participants • duration • addition of ports as needed (under the Opt ions section) Ste ps 1. Log in to the BUI. See “Accessing the BUI” on page 11.
Browser User Interface 33 After the co nference det ails are saved, the Conference Details window opens (see Figure 11 on page 26 ). This window displays conference details and options in the same layout as the Schedule a New Conference window. 5. Click OK .
Browser User Interface 34 Figure 16: Delete confir mation — one-time active conference • If the conference is a recurring conference, respond to the confirmation dialog ( see Figure 17 ) as follo ws: — Click Selected Instance Only to d elete onl y this occurr ence of the recurring conference .
Browser User Interface 35 T able 2: Ma naging a confer ence — tasks (Pa rt 1 of 2) Tasks Chairperson present Chairper son not pres ent Managing the conference: • Lengthening the conference • Loc.
Browser User Interface 36 Dual-card meeting In a dual-card meeting, the commands that a chairper son implements from the BUI apply to pa rticipants in both cards .
Browser User Interface 37 Figure 18: Conference Call Mana ger — Chairperson present Note: When the Conference Call Manager is accessed from Microsoft Outlook (see “Editin g a conference” on pa ge 67), the BUI title frame does not appear .
Browser User Interface 38 Figure 19: Conference Call Mana ger — Chairperson not present The BUI permits only one active Conference Call Manager window per conference.
Browser User Interface 39 If a chairperson is not present, the Ch airperso n section displays Chairperson not pres ent . The Participant List section contains several information fields. The Phone number field shows the CLID or called number. The Call Type field shows regular, dial-out, or expan d.
Browser User Interface 40 button text toggles between Lock and Unlock , depending on the state of the conferen ce. Session management — holding a voting session Only the conference chairperso n can run a voting session. 1. Click Session Management .
Browser User Interface 41 2. Click Start Voting . The button text changes to End Voting . 3. Enter the subject of the vote in th e voting subject field. 4. Ask the particip ants to vote. The participants use thei r te lephone keypads to register their votes: *81 for Yes, *82 for No, or *83 for Abstain.
Browser User Interface 42 •n o ‘ ? ’ icon — no question request To cancel the questio n reques t, the participant presses *86. 5. Click the ? icon in the header row of the Participant list to sort the list so that those participants who are asking questions appear first in the list (optional).
Browser User Interface 43 1. Click Volume Control . The Volume Control panel ope ns (see Figure 21 on pag e 43 ). The two scales in the middle of the Volume Control panel show the increase/decre ase level for hear and talk directions. The middle of the scale is zero, which indi cates no vo lume change.
Browser User Interface 44 Managing the status of all participants This section describes how to perform tasks from the Participants section of the Conference Call Manager windo w (see Figure 18 on page 37 ). Note: If a chair person is not pres ent on the confer ence, the Dial-ou t activity is not available (see Figure 19 on pa g e 38 ).
Browser User Interface 45 •S e l e c t Add a Group to make a call to a group. Call-out groups are configured by the administrato r. •S e l e c t Ca ll Assistan t to use a Call Assistant to make the call. The number of the Call Assistant is configured by th e administra tor.
Browser User Interface 46 Adding det ails for an individual particip ant Type any text in the Details field for a participant. For example, th e text can be a name to uniquely identify the participant. Consulting between c hairperson and p articipant Click Consult to hold a private call with a n individual participant.
Browser User Interface 47 Figure 22: Conference Call Mana ger — Par ticipant V olume Control 2. Click an arrow to increa se or decrease volume . The colored rectangle in the scale advanc es one st ep for each arrow click. 3. Click Reset Volume to restor e the original volume level for the participant (optional).
Microsoft Outlook User Interface 48 Micr osoft Outlook User Inter f ace Over view Nortel Netw orks Integrat ed Confere nce Bridge ( ICB) integra tes Microsoft Outlook Calendar’s Appointment an d Mee t ing functionality to enable users to schedu le ICB conferen ces with Microsoft Outlook .
Microsoft Outlook User Interface 49 4. Right-click in the time scale on the left of the Calendar. 5. Choose 15 Minutes . The time scale now displays in 15 -minute increments. ICB form Audio-conference details are added to a Micr osoft Outlook meeting or appointment using the ICB form.
Microsoft Outlook User Interface 50 • language files, one or more required for each ICB application : — icbsjc.oft — for the Japanese an d Chinese languages — icbsk.
Microsoft Outlook User Interface 51 Note: Click No if asked to Enable macros . b. Click OK in the Select Folder wi ndow. Note: Do not selec t a folder fr om the folder list in the Select Folder window . The Calendar wi ndow opens. c. Choose Tools > Forms > Publish Form As .
Microsoft Outlook User Interface 52 g. Close the Calendar window. Do not save the appointment. 4. Publish the ICB form file icbf.oft. a. Go to the folder where th e ICB files are located. b. Double-click icbf.oft . Note: Click No if asked to Enable macros .
Microsoft Outlook User Interface 53 The Choose Form window open s. 6. Select the library in wh ich the files were published: • If you publishe d the forms your self, select Personal Forms Library in the Look In field. • If the ICB administrator published the files, select Organizational Forms Library in the Look In field.
Microsoft Outlook User Interface 54 5. Click Manage . The Forms Manager window opens. 6. Click Set in the left half of the window. The Forms Manager window has two Set buttons. T he one on the right is inacti ve. 7. Select Personal Forms in the Forms Librar y .
Microsoft Outlook User Interface 55 Upgrading the ICB form The ICB administrator will notify you if the ICB form ha s been upgraded and published. Follow the steps below to obtain, publish, an d install the upgraded ICB form as the default Calendar form.
Microsoft Outlook User Interface 56 If no Clear Cache button is available, you must dele te the forms cache file manually, following the steps in “Deleting the forms cache file manually” on page 56. 8. Click Close to close the Forms Manager window.
Microsoft Outlook User Interface 57 • Check that the files were publis hed correctly an d publish the forms again, if necessary. — If you publishe d the forms yourse lf, refer to “Publishing the ICB files” on page 50. — If the Microsoft Administr ator published the forms, consult him or her .
Microsoft Outlook User Interface 58 Figure 25: Enter Ne twork Password w indow Changing the ICB password 1. Log in to the ICB form . See “Logging in to ICB” on page 57. 2. Click Change Password . The window expands to include a Chan ge Password section.
Microsoft Outlook User Interface 59 c. Confirm your new password in the Confirm ne w password: field. 4. Click Submit . Adding access to a different ICB card 1. Open Microsoft Outlook. 2. Select Calendar from the Folder List . 3. Click New. 4. Select the ICB tab.
Microsoft Outlook User Interface 60 You can also use this step to veri fy which card you ar e renaming, by checking the URL given in the Web page address field in this window. Figure 27: Contact window — ICB card 5. Enter the new name for the card in the Full Name field.
Microsoft Outlook User Interface 61 Scheduling a new conference 1. Select Calendar in the Folder List in Microsoft Outlook. 2. Click and drag in the Calendar to se lect a timeslot fo r the conference (optional ). 3. Create a new conference by doing one of the following: • Double-click in the Calendar .
Microsoft Outlook User Interface 62 If no ICB card is listed in the ICB Address list, type the IP address or DNS Name of an ICB card (as provided by the ICB administrator) in the ICB Address field. b. Select ICB Conference . c. Log in to ICB. See “Logging in to ICB” on page 57.
Microsoft Outlook User Interface 63 availability of the number when a form is submitted. If the numbers are not avail able, the scheduling fails. If you are scheduling a recurring conference, you mu st select Choose a Number .
Microsoft Outlook User Interface 64 i. To create a pass word for participan ts to use to join the conference (optional), se lect one of th e following op tions from the User Password section: • No password • Automatically assigned pa ssword — The system automatically generates the pa ssword.
Microsoft Outlook User Interface 65 • In the Language field, select the language the system uses for voice prom pts. The drop -down list offers the languages available in the system.
Microsoft Outlook User Interface 66 Figure 30: Scheduling suc cess message and conference information If all resources are not available for a one-time conference, a dialog box opens and the conference is not sav ed.
Microsoft Outlook User Interface 67 Follow the steps in “Editing a conference before it begins” on page 67 to change the start date and time of a past confere nce, then edit the other parameters to set up the “new” conference. Editing a conference An ICB conference can be edi ted before it begins or while it is in progress.
Microsoft Outlook User Interface 68 Figure 31: ICB form — Edit conferenc e 3. Edit the parameters as required (see “Schedulin g a new conference” on page 6 1): • Edit ICB parameters in the ICB tab. The ICB Address and Owner ID fields cannot be edited.
Microsoft Outlook User Interface 69 • Click Display to view the audio conference access information (optional). See Figure 32. If prompted to log in to ICB, follow the steps in “Logging in to ICB ” on page 5 7. Figure 32: Audio Conference Acces s Information 5.
Microsoft Outlook User Interface 70 Follow the steps in “Editing a conference before it begins” on page 67 to edit a conference while it is in progres s. Deleting a conferen ce 1. Open Microsoft Outlook to the Calendar view. 2. Select th e conferen ce to be d eleted.
Telephone User Interface 71 T elephone User Inter face Over view The Norte l Networks In tegrated C onf erence Bridge provides a Dual Tone Multi-Frequency (DTMF), men u-driven Telephone User Interface (TUI). The TUI enables the chairperson a nd conferees to initiate commands during an active conferen ce (for example, to mute a caller).
Telephone User Interface 72 • no name for the name of the con ference • no name for the name of the cha irperson If a second user dials the TUI DN when the TUI is in use, the ICB plays a voice message announcing that the port is in use. Ste ps 1. Dial the TUI DN.
Telephone User Interface 73 5. Do one of the following: • Press 1 to contin ue entering definitions ( DNs, passwor d lengths, and langua ge) for the conference . • If you are finished defining the conference: i. Press 2 . The system plays a list of the conference definitions.
Telephone User Interface 74 9. Do one of the following: • To confirm the reservation, press 1 . The ICB sends a confirmatio n e-mail to you. • To change any of the conferen ce definitions: i. Press 2 . The system plays a list of numbers and correspon ding definitions.
Telephone User Interface 75 5. To release chairperson control, en ter *52 . Only the chairperson uses this command. When activated, the person releas ing chairpe rson control becomes a regular conference participa nt, a llowing someone else to acquire chairperso n control.
Telephone User Interface 76 Adjusting audio volume 1. Dial in to the conference as chairperson or as a regular participant. 2. Enter the conference ID. 3. Enter the conference password (if configured). 4. Enter *7 . The command *7 accesses the volume c ontrol fe ature.
Telephone User Interface 77 Recording a conference-specific greeting The maximum length of a confer ence- specific greeting is ten se conds. The system d eletes the vo ice file at th e end of th e conferen ce, and it cannot be used for o ther confer ences.
Telephone User Interface 78 Use the steps below to create an “ad hoc” conference. Only the chairperso n can create the conference. Ste ps 1. Set up the confer ence. The chairperson must: a. Dial the single access number. b. Enter his o r her TUI login as th e conferen ce ID.
Telephone User Interface 79 *4 Lock or unlo ck the conf erence. *10 Mute/unmute all ports (toggle). *19 Mute/unmute self (toggle). *52 Release chairperson control. *60 Count conferees and annou nce names to all participants. *69 Plays a scrolling list of partici pants for the chairperson.
Telephone User Interface 80 Table 4 lists commands available to end a dial-out call (se e the command *0<DN># in Table 3 on page 78 ). While the system announces the list of conference participa nts (the command *69 in Table 3 on page 78) , the chairperson can use the commands listed in Ta ble 5 to access an indiv idual participan t.
Telephone User Interface 81 Participant commands Table 6 lists conferen ce commands t hat a participant can execute on the telephone while the confer ence is in progress. 6 Select the ne xt conferee . 9 Disconnect the current conferee. *3 Return to the conference.
Telephone User Interface 82 *99 Stop or start the initial co nference music, which is possible only when the conferee is the first person joining the confer ence. The fi rst entry stops the music, and the second entry starts it. * Cancel current command.
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Norte l Networks Communication Ser ver 1000 Nor tel Networks Integrated Conference Bridge User Guide Copyright © 2004 Nortel Networks All Rights Reserved Information is subject to chan ge without notice. Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing warrant.
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